Project Accounting Coordinator at Superior Bowen Asphalt Company – Kansas City, Missouri

General Summary Description

The Project Accounting Coordinator is responsible for supporting the financial and compliance operations of construction projects and material sales, ensuring billing, accounts receivable, job cost tracking, and regulatory requirements are executed accurately and on time. This role sits at the intersection of customer-facing billing activity and internal project accounting processes.

This position is highly execution-focused and plays a critical role in maintaining the integrity of project financial data, supporting cash flow through timely billing and collections activity, and ensuring compliance with lien waivers, tax documentation, and jurisdictional requirements. The Project Accounting Coordinator partners closely with project managers, accounting, payroll, and customers to ensure consistency, accuracy, and accountability across recurring processes.

Duties/Responsibilities

Billing & Accounts Receivable

• Manage material sales quotes in coordination with project and operations teams, ensuring accurate pricing and timely invoicing.

• Serve as the primary point of contact for retail customers regarding tax-exempt status, and billing-related questions, including coordinating resolution on pricing disputes.

• Monitor accounts receivable aging at the customer level and support collections follow-up efforts.

• Maintain the daily deposit tracker, recording incoming payments across all payment types (ACH/wire, cash, credit card, and check) to support timely and accurate application by the Shared Services Center.

Job Cost & Project Support

• Reconcile job costs on an ongoing basis, including review of field employee timesheets to ensure labor is accurately allocated to the correct job and phase.

• Investigate and resolve job cost discrepancies in coordination with project managers and accounting.

• Support subcontractor payment processes by reviewing pay applications, verifying lien waiver compliance, and coordinating approvals.

• Assist in tracking and communication of certified payroll requirements in collaboration with the Payroll department.

Compliance & Documentation

• Manage tax-exempt documentation for retail customers, including collection, verification, and ongoing maintenance of exemption certificates.

• Prepare, process, and track lien waivers in coordination with project managers, subcontractors, and accounting.

• Obtain and maintain current tax clearance letters across required jurisdictions, proactively managing renewal timelines.

• Support the Finance Business Partner with the annual prequalification processes with Departments of Transportation, including gathering of financial and work capacity documentation for review.

• Complete and manage business license renewals, ensuring accuracy and timely submission.

• Submit certified payroll reports in accordance with Davis-Bacon Act and applicable prevailing wage regulations, verifying accuracy of wage classifications and fringe benefit allocations in collaboration with the Payroll department.

Other

• Support cross-functional initiatives and complete additional duties as assigned in alignment with company priorities and business needs.

Minimum Requirements, Abilities and Expectations

• 2+ years of experience in billing, accounts receivable, or a related accounting support role.

• Construction industry experience preferred, including familiarity with lien waivers, payment applications, and tax exemption processes.

• Experience with construction ERP systems; Trimble Viewpoint Vista or similar platform preferred.

• Strong Microsoft Excel skills with the ability to manage and reconcile data across multiple sources.

Core Competencies

Customer Focus: Builds strong relationships with visitors, clients, and team members; creates a welcoming and positive experience for everyone entering the office.

Organizational Skills: Maintains order and structure across multiple responsibilities; keeps spaces, processes, and tasks running smoothly and efficiently.

Proactiveness: Anticipates needs and takes action without being asked; identifies opportunities to improve office flow and team support.

Communication: Communicates clearly and effectively in person, over the phone, and in writing; ensures information is shared accurately and timely.

Attention to Detail: Ensures accuracy in administrative and financial tasks; catches errors and maintains high standards of quality.

Dependability: Consistently shows up prepared and reliable; takes ownership of responsibilities and follows through.

Superior Bowen is committed to providing equal employment opportunities and will consider all qualified applicants for employment without regard to race, color, religion, sex, age, pregnancy, physical or mental disability, genetics, sexual orientation, gender identity, veteran status, national origin or any other legally protected status.