Project Coordinator

Job Title: Project Accounting Coordinator

Job Description

The Project Accounting Coordinator supports project teams by preparing contracts and financial documentation, monitoring project financial performance, and ensuring that all projects comply with contractual and invoicing requirements. This role works closely with project managers, business operations, and external partners to coordinate project accounting activities, improve financial outcomes, and maintain accurate records throughout the project lifecycle.

Responsibilities

• Prepare fee proposal templates, draft contracts, and subcontracts for review and approval.
• Ensure projects adhere to contract language and requirements, including tracking and issuing project amendment documentation and coordinating it for review.
• Develop Work Breakdown Structures (WBS) and Project Authorization forms, including detailed budgets and client invoicing requirements.
• Assist project managers with the processing of subconsultant invoices through the project accounting system.
• Monitor project financials, including variance, revenue, budgets, and work in progress (WIP), and follow up on revenue variance issues and revenue recovery.
• Participate in resolving project financial and revenue-related issues in collaboration with project managers and business operations.
• Serve as a liaison between internal staff, suppliers, and clients, communicating effectively on behalf of project managers.
• Conduct pre-bill reviews with project managers as necessary to ensure accurate and timely invoicing.
• Participate in monthly project review meetings and collaborate with business operations teams to review financial performance.
• Assist business operations with analysis of project budget performance and provide recommendations to improve financial outcomes.
• Prepare and review change orders and subcontract documentation in alignment with project and contract requirements.
• Utilize Excel to create pivot tables and perform VLOOKUPs for project and financial analysis.
• Work within Deltek, BST, or Oracle systems to support project accounting, invoicing, and reporting activities.

Essential Skills

• At least 1 year of experience entering invoices in a project or financial accounting environment.
• At least 1 year of experience drafting contracts and subcontracts.
• At least 1 year of experience preparing proposal templates.
• At least 1 year of experience working with change orders.
• Experience working for an engineering or architectural firm with revenue over $150 million.
• Ability to create pivot tables and perform VLOOKUPs in Microsoft Excel.
• Proficiency with Deltek, BST, or Oracle for project accounting and invoicing.
• Strong attention to detail and accuracy in financial and contractual documentation.
• Ability to communicate clearly and professionally with internal teams, suppliers, and clients.
• Interest in and aptitude for project coordination responsibilities.

Additional Skills & Qualifications

• Experience with Deltek Vantagepoint.
• Experience participating in an ERP implementation, preferably Deltek Vantagepoint.
• Experience or exposure to project coordination within engineering or architectural environments.
• Ability to review and interpret contracts, subcontracts, and change orders.
• Strong analytical skills to support budget performance analysis and revenue recovery efforts.
• Ability to work collaboratively with business operations and project management teams.

Work Environment

This is a fully remote position that supports teams across any time zone, offering flexibility in work location within that framework. You will work in a digital, project-driven environment that relies on tools such as Microsoft Excel (including pivot tables and VLOOKUPs) and project accounting/ERP systems such as Deltek, BST, or Oracle. The role involves frequent collaboration with project managers, business operations, and external partners through virtual meetings and electronic communication. The organization promotes a positive, supportive culture, and existing team members report high satisfaction with the work environment and team dynamics. Dress is typically aligned with a professional remote setting, appropriate for virtual meetings with colleagues and clients.

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume toktrivigno @astoncarter.comalong with your availability for a 10-minute phone call.

This is a Contract to Hire position based out of Camp Hill, PA.

The pay range for this position is $28.00 - $31.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully remote position.

This position is anticipated to close on May 4, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.