Operations Finance Specialist

1 month ago

Jacksonville FL United States Prime AE Group, Inc Full time


PRIME AE Group, Inc. (), a multi-faceted A&E firm with 23 offices in 10 States and over 500 employees throughout the Midwest, Mid-Atlantic, Southeast, and Northeast, is seeking an Operations Finance Specialist. This position can be remote, hybrid, or housed in one of our offices. Company Overview and Vision: PRIME AE is a diverse community of professionals with a passion for solving today's architectural and engineering challenges in ways that improve communities for all. We design, develop, implement, and maintain the infrastructure, facilities, and amenities that create thriving communities, while making the most of client resources. We share a passion for the work that comes through in everything we do. Whether you are seeking new challenges, greater variety, or a better opportunity, we are on the lookout for professionals who enjoy being part of something bigger.
Position Overview: Amongst several other duties, the Operations Finance Specialist will serve as a Policy and Procedures champion. Under the direction of the Operations Finance Manager, they will work with Business Line leaders to standardize operations finance processes across the company. They will also oversee Project Setup and Accounts Receivable (A/R) follow-up. Primary Responsibilities:
  • Assist with updating Project Setup Procedures/Policy/Forms/Training - Review projects for Inactivity that should be made Dormant/Closed Out
  • Manage the Project Admin email account to ensure that all Projects are setup timely, correctly and in compliance with company policy (including the proper paperwork and billing terms)
  • Accounts Receivable oversight
  • Manage the A/R follow up process - generate the AR report weekly, follow-up with PMs/Admins/Project Accountants and clients on status of AR.
  • Lead the Bi-weekly A/R review meeting
  • Maintain updated information in Vantage Point on all AR over 90 days
  • Manage Small Balance Credit Memos and AR Write-Off Procedures
  • Assist with Cash Application to Invoice Inquiries
    • Assist with Operations Finance Policy creation (Project Setup Procedures, AR Collection Policy, Write-Off Policy, Project Dormancy/Close Out)
    • Update policies/procedures for Operations Finance annually or as needed
    • Assist with Policy/Procedure Training/Company-wide Roll Out/Communication
    • Report to Ops Finance Manager about recommended changes/additional policy or procedure needs
      • Manage the Default Employee Rate Table in Vantage Point - Update for new hires and add rate changes to this table each week, pay special attention to Annual Merit Increases
      • Assist with Credit Memo and Sub Invoice processes monthly
      • Approve Vouchers across all affiliate companies to allow Sub and Secondary Entity invoicing processes to flow smoothly and efficiently.
      • Run the monthly Credit Memo report and ensure timely completion by Project Accountants.
      • Assist with Project Invoicing as needed
      • Assist with Cash Application Inquiries, Audit Inquiries, Bank Req and Ad Hoc responsibilities as assigned by CFO or Operations Finance Manager.
        Minimum Qualifications:
        • Bachelor's degree in Accounting, Finance, Economics, or related field of study in Business.
        • Minimum 5 years in accounting and finance support role
        • Experience working with operations teams of various sizes
        • Strong reconciliation and analytical skills.
        • Attention to detail.
        • Advanced MS Excel user.
        • Proficient in all other Microsoft Office Suite or similar software.
        • Deltek Vantagepoint/Vision experience preferred.
        • A&E industry experience preferred.
        • Knowledge of GAAP preferred
        • Excellent management and supervisory skills.
        • Excellent written and verbal communication skills.
        • Excellent organizational and time management skills.
        • Knowledge of Federal Acquisition Regulation (FAR) preferred. PRIME AE Group is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.

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