Accounting Assistant

About Us:

We are a small, design-focused architecture firm known for thoughtful work, strong client relationships, and a collaborative studio culture. As we continue to grow, we are seeking a hands-on Finance Manager to oversee our financial operations and support firm leadership with clear, practical financial insight.

Position Overview:

The Accounting Assistant will manage the day-to-day financial operations of the firm, with a strong focus on project accounting, billing, cash flow, and basic financial reporting. This is a key role that works closely with Principals and Project Managers to ensure projects are financially healthy and the firm is well-positioned for sustainable growth.

This position is ideal for someone who enjoys being involved in all aspects of firm finance rather than managing a large team.

Key Responsibilities:

Project Accounting & Billing

• Track project budgets, labor hours, and fees
• Monitor Work in Progress (WIP) and percent complete
• Prepare and manage AIA and client invoices
• Ensure billing aligns with contracts and project schedules
• Track accounts receivable and follow up on collections

Financial Operations

• Maintain the general ledger and accounting records
• Process journal entries and monthly reconciliations
• Manage cash flow and firm expenses
• Oversee consultant and vendor payments

Reporting & Planning

• Prepare simple monthly financial reports for Principals, including Project profitability, Labor utilization, and Revenue and expenses
• Assist with annual firm budgeting
• Track budget vs. actual performance
• Identify potential cash flow or project budget concerns early

Compliance & Coordination

• Coordinate with external CPA for taxes and year-end close
• Support insurance, contracts, and financial documentation
• Ensure compliance with basic accounting and tax requirements

Systems & Process Support

• Maintain accounting and project management software, BQE Core
• Improve and streamline basic financial processes

Qualifications:

Required / Preferred

• No experience required
• Familiarity with project-based accounting and AIA billing is a plus
• Strong Excel skills and attention to detail
• Ability to work independently and manage multiple responsibilities
• Clear communicator comfortable working with non-financial staff

Education:

• Bachelor’s degree in Finance, Accounting, or related field preferred

What We Offer:

• Competitive salary based on experience
• Supportive, collaborative work environment
• Direct access to firm leadership and decision-making
• Opportunity to shape and improve firm financial processes
• Health, Vision, Dental, and Life Insurance, 401(k), and Personal Time Off

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person