Construction Accounting Manager

Construction Accounting Manager

Position Overview

The Construction Accounting Manager is responsible for overseeing accounting operations, project billing, accounts payable and receivable, subcontractor payments, compliance documentation, and administrative functions within a construction organization. This role manages the financial and administrative lifecycle of construction projects, from contract award through project completion and final closeout, ensuring accurate financial reporting, timely payments, and compliance with contractual and regulatory requirements.

Working closely with company leadership, project managers, general contractors, subcontractors, vendors, and external accounting professionals, the Construction Accounting Manager serves as a central point of coordination for financial and administrative activities. The ideal candidate has a strong understanding of construction accounting practices, progress billing, job costing, contract administration, and construction compliance requirements, along with the ability to work independently and improve operational processes in a fast-paced environment.

Key Responsibilities

• Construction Project Billing: Prepare, review, and submit monthly progress billings, payment applications, and supporting documentation in accordance with contractual requirements and established billing schedules.
• Accounts Receivable Management: Monitor customer invoices, track outstanding balances, manage retention receivables, follow up on overdue payments, and coordinate collection efforts to support healthy cash flow.
• Payment Application Administration: Process billing submissions through construction payment platforms and general contractor portals, ensuring accurate documentation, timely submissions, and resolution of billing discrepancies.
• Accounts Payable Management: Oversee vendor invoices, verify supporting documentation, reconcile payment records, and ensure timely and accurate processing of accounts payable.
• Subcontractor and Vendor Payments: Coordinate subcontractor and supplier payments, verify invoices against contractual agreements and project documentation, and maintain accurate payment records.
• Lien Waiver Administration: Collect, review, track, and maintain conditional and unconditional lien waivers and other required payment documentation to support construction payment processes and reduce financial risk.
• Job Costing and Financial Analysis: Assist with project cost tracking, expense allocation, transaction reconciliation, and financial reporting to help monitor project profitability and identify potential cost variances.
• Contract and Change Order Administration: Maintain project contracts, purchase orders, change orders, amendments, and related documentation to ensure financial records accurately reflect approved project scope and pricing.
• Retention and Project Closeout: Monitor retainage balances, track outstanding closeout requirements, coordinate final billing submissions, and ensure project financial records are complete before final closeout.
• Insurance and Compliance Management: Maintain certificates of insurance, workers' compensation documentation, general liability records, and other compliance documents required for contractors, subcontractors, and vendors.
• Insurance Audits and Documentation: Coordinate insurance audits, gather supporting financial and payroll records, and work with insurance providers and external advisors to ensure accurate and timely submissions.
• Financial Reporting: Prepare financial information, project summaries, accounts receivable and payable reports, and other management reports to support business planning and decision-making.
• External Accounting Coordination: Work with external accountants, tax professionals, and auditors to provide supporting documentation, assist with tax preparation, and facilitate periodic financial reviews.
• Construction Accounting Systems: Maintain accurate information across accounting software, project management platforms, billing systems, and document management tools to support consistent reporting and operational visibility.
• Office and Administrative Operations: Oversee administrative workflows, maintain organized company records, coordinate office-related activities, and provide operational support to company leadership.
• Process Improvement: Identify opportunities to improve billing accuracy, payment processing, financial controls, documentation management, and administrative efficiency.
• Internal and External Coordination: Collaborate with project managers, estimators, field personnel, general contractors, subcontractors, vendors, and leadership to resolve financial and administrative issues.
• Additional Responsibilities: Perform other accounting, compliance, and operational duties as assigned by management.

Qualifications and Requirements

• Minimum of 5 years of experience in commercial construction accounting, construction administration, project accounting, or a related field.
• Strong understanding of construction accounting procedures, including progress billing, payment applications, accounts payable, accounts receivable, and job costing.
• Experience preparing and submitting construction payment applications and managing billing through general contractor or owner payment platforms.
• Knowledge of construction contracts, change orders, retention, lien waivers, subcontractor payments, and project closeout procedures.
• Experience maintaining certificates of insurance, vendor compliance records, and subcontractor documentation.
• Ability to reconcile financial transactions, review invoices, track project costs, and maintain accurate accounting records.
• Proficiency in Microsoft Excel and Microsoft 365 applications, including Outlook, Word, and related productivity tools.
• Strong organizational and time management skills, with the ability to manage multiple projects, billing cycles, and deadlines simultaneously.
• Excellent written and verbal communication skills, including the ability to coordinate effectively with contractors, vendors, project managers, and external accounting professionals.
• Strong analytical and problem-solving skills, with exceptional attention to detail and accuracy.
• Ability to handle confidential financial information and maintain appropriate financial controls.
• Demonstrated ability to work independently, exercise sound judgment, and take ownership of accounting and administrative responsibilities.
• Strong understanding of financial documentation requirements and applicable construction industry compliance practices.

Preferred Qualifications

• 7 or more years of experience in commercial construction accounting or construction administration.
• Experience working for a general contractor, specialty subcontractor, or commercial construction services provider.
• Background in commercial flooring, interior finishes, or other specialty construction trades.
• Experience managing accounting operations for multiple concurrent construction projects.
• Familiarity with construction-specific payment systems and project management platforms, including Procore, Textura, and Trimble Pay.
• Experience coordinating workers' compensation and general liability insurance audits.
• Familiarity with tax preparation processes, year-end financial documentation, and external accounting requirements.
• Previous experience in office management, team supervision, or administrative leadership.
• Knowledge of construction accounting practices, project financial reporting, and cash flow management.

Software and Technology Proficiency

Experience with the following software and systems is preferred:

• Construction Management Platforms: Procore and similar construction project management systems.
• Payment Processing Platforms: Textura, Trimble Pay, and other general contractor or owner payment portals.
• Financial and Accounting Software: Construction accounting systems, accounts payable and receivable platforms, and general ledger applications.
• Microsoft Office: Advanced proficiency in Microsoft Excel and working knowledge of Microsoft Word, Outlook, and Microsoft 365.
• Document Management: Adobe Acrobat and other tools used to prepare, review, organize, and manage contracts, payment applications, and compliance documentation.

The ability to learn new accounting systems, integrate financial information across platforms, and maintain accurate digital records is essential.