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Assistant Cost Accountant

2 months ago

Boise, United States Okland Construction Full time

Assistant Cost Accountant

POSITION SUMMARY

Assist Senior Job Cost Accountant with all job cost, pay request, payroll coding verification, accounts payable invoices, equipment rentals, and subcontract items relating to a specifically assigned job(s).

ABOUT US

Founded in 1918, Okland Construction operates as a regional general contracting and construction management company with now nearly 1,000 employees and growing. It supervises the architectural, engineering, bidding, contracting, building, inspection from the beginning to the end of the project and specializes in concrete self-preform on large commercial scale.

LOCATION

  • Boise, ID

ESSENTIAL DUTIES AND RESPONSIBILITIES

Cost Coding/Reporting

  • Sets up on the company system the job cost codes and estimates of each assigned job by consulting with the estimator, project manager, and superintendent.
  • Schedules a meeting with the estimator, principal-in-charge, project manager, and chief financial officer to review the cost setup and other critical items relating to the successful completion of the job.
  • Requests for changes in the job cost reports.
  • Tracks the profitability of the project and follows through on any item that could affect the profitability of the job by ensuring prompt responses to claims from the owner, subcontractor, supplier, etc., and by reporting and problems that could hinder the completion date and/or company reputation.

Job Cost

  • Ties the job cost reports with the original contract, any subsequent changes, the pay request, and the sub-status report.
  • Completes the monthly cash and income statement report with the exposure log.
  • Provides weekly field worksheets and/or cost reports to the superintendents and job cost reports to the project manager.
  • Ensures that the accounting of interest on retention is held by the owner at the beginning of the project and the allocation to the subcontractors is correct.
  • Processes all owner-approved change orders on the system including necessary supplements to the subcontractors checking previous contract balance on change order against accounting system balance for accuracy.
  • Follows through with the project manager to ensure that any required notifications or filings have been promptly and properly taken care of to ensure the highest possible legal protection from unknown sub-tier subcontractors or suppliers.
  • Completes the full and final subcontractor payment checklist before giving subcontractors their final check.

Payment

  • Regularly reviews the subcontract requirements for compliance, such as contractor's license, insurance, executed subcontract supplements, current and received insurance certificates, received bonds (if required), current payments and lien waivers of sub-tier subcontractors and suppliers, received W-9 forms, contractor's license, insurance compliance, etc.
  • Charges self-perform fees to the project every month.
  • Sets up and prepares with the project manager and superintendent accurate monthly pay requests to the owner. Also, determines that the amount billed-to-date and retainage-to-date are proper per the terms of the prime contract.
  • Ensures that the subcontractor line items on the pay request will not cause their contracts to be overbilled.
  • Informs company management if payments from the owner are not received per the prime contract.
  • Reconciles any difference between the monthly pay requests and actual payment received.
  • Properly prepares billings and invoices, and checks on all company-related costs, such as joint ventures.
  • Sets up monthly meetings with the principal-in-charge, project manager, superintendents, cost accountant, and CFO until the final payment has been received.
  • Prepares all equipment, yard, and office consumable billings, and charges them to the assigned job on a monthly basis.
  • Follows through with the owner to receive payments for submitted pay applications and ensures that payments are received per the prime contract.

Data Entry/Filing

  • Tracks the filing and handling of all required documents relating to your responsibility, including signed subcontracts, signed supplements, preliminary notices, approved subcontractor invoices, lien waivers, job cost set-up information, pay request, etc.
  • Keeps all job cost records confidential by safeguarding documents through proper filing and locking of cabinets, desk, and room.
  • Saves all handled documents onto the computer's hard drive, and files them.
  • Enters all weekly field reports, percent complete, quantities, and projected costs at completion on a weekly basis. Also, reviews on a weekly basis the job cost reports for overall accuracy, proper reporting of costs and job profitability. Keeps the project managers, superintendents, and company management apprised of any problem areas on a regular basis.

Other

  • Suggests and implements changes that would increase productivity either from the field or the office, as it relates to job costs.
  • Gives input to other staff members and employees to improve company morale, procedures, productivity, etc.
  • Looks for ways to improve upon the job cost system, including requests for better reports, etc.
  • Regular, timely, and predictable attendance is required for this position.
  • Performs other duties and responsibilities as assigned.

ADDITIONAL DUTIES AND RESPONSIBILITIES

A/P Invoices

  • Matches vendor invoices to proper documentation, including purchase orders and delivery tickets.
  • Processes all A/P invoices, including receiving report, purchase order, approval, accounting stamp, job and cost code or GL#, sales or use tax, and discounts.
  • Ensures each invoice is stamped, sales and use tax is properly calculated, cost coding is proper, and proper approval has been noted. Invoices with use tax figured need to be copied and sent to the accounting assistant that handles use/sales tax.
  • Calculates any available discounts available on the invoice and changes the payment date to take advantage of the discount.
  • Enters invoices into the computer system when it is received and according to company procedure.
  • Ensures that invoices and checks are properly documented, matched, scanned, and saved on the company network.

Subcontract Invoices

  • Receives, obtains approval, and processes all subcontractor invoice and pay apps, including receiving report, purchase order, approval, accounting stamp, job and cost code or GL#, sales or use tax, and discounts.
  • Ensures each pay application is stamped, sales and use tax is properly calculated, cost coding is proper, and proper approval has been noted.
  • Calculates any available discounts available on the pay applications and changes the payment date to take advantage of the discount.
  • Enters pay apps into the computer system and makes the payment after payment is received from the owner, unless other arrangements are made, and holds all invoices until the payment from the owner is received and the project manager and superintendents approve.
  • Ensures that checks and lien waivers are properly documented and matched according to subcontract and company procedure.
  • Assists in the filing and picking up of subcontractors' checks and entering the documentation into the job cost.
  • Handles all requests for joint checks using Okland's approved joint check form and handles any and all subcontractor inquiries in a timely and courteous manner.
  • Forwards any legal actions, assignments, lawsuits, or claims to the CFO for disposition and assignments.
  • Tracks and updates on the computer receipts of and filing of signed subcontracts, subcontractor insurance certificates, joint check agreements, lien waivers, signed subcontract supplements, certified payroll (if applicable), and other subcontractor related documentation.
  • Ensures that all subcontractor checks are accurate and that they have the proper approval from the architect (approved percentage on the owners pay app), project manager, and superintendent. Do not release the check until all approvals have been received.
  • Updates job cost and prints checks for distribution.

EDUCATION/EXPERIENCE REQUIREMENTS

  • A bachelor's degree in finance or accounting and/or 3-5 years progressive cost and general accounting experience in a commercial construction environment are preferred.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS

  • Ability to reconciliate accounts and perform cost analyses, month-end close responsibilities, etc.
  • Ability plan and manage multiple projects.
  • Ability to analyze problems and resolve them.
  • Ability to communicate with all types of people, such as employees, customers, subcontractors, etc.
  • Ability to read and comprehend complex instructions, correspondence, memos, and contract documents.
  • Ability to pay close attention to detail, especially under pressure to meet deadlines.
  • Ability to meet deadlines under pressure.
  • Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
  • Ability to perform 10-key by touch.
  • Ability and willingness to be a back-up for other accounting functions.
  • Proficient in accounts payable, accounts receivable, and job cost accounting.
  • Working knowledge of Timberline Construction accounting software.
  • Possess strong computer skills; proficient in Microsoft Office, especially Excel, Word, and Outlook.

Okland is an equal opportunity employer and considers all applicants for employment based on merit, competence, performance, and business needs. We do not discriminate on the bases of any status protected under federal, state, or local law. Applicants will be considered regardless of their race, color, sex, gender identity or expression, age, religion, creed, national origin, citizenship status, sexual orientation, genetic information, physical or mental disability, military status or any other characteristic protected under federal, state, or local law. In addition to complying with all applicable laws, Okland also has a strong corporate commitment to inclusion.

Notice to all Employment, Staffing & Recruiting Agencies and Recruiters:We please ask that you do not directly email, call or visit our hiring managers. Okland Construction does not accept unsolicited resumes and should any be received from a third party they will not be considered, unless a signed agreement is in place. If you would like to discuss becoming a preferred staffing vendor to Okland Construction please contact our recruitment team who will advise you on the process.