Accounting Coordinator - Architectural Firm

FLSA Classification: Exempt
Hours: Full time, 40 hours
Compensation: Salary with Benefits

Purpose of Position: As a key member of the leadership team, the Accounting Coordinator will assist with all financial operations of the architectural firm, providing strategic insights, ensuring compliance, and supporting informed decision-making. This role will partner closely with the Accounting Director and firm leadership to manage the firm's financial health, optimize processes, and guide the finance team. Positioned for continued growth, this role will evolve into a director-level position.

Key Responsibilities:

Financial Oversight and Reporting:

• Assist Director in preparation and analysis of all financial statements, including monthly, quarterly, and annual reports.
• Assist Director to provide strategic financial insights to support executive decision-making and project profitability.
• Maintain and refine the firm's accounting/project management systems (AJERA) to ensure accuracy and usability for all stakeholders.
• Assist Director to produce forecasts, budgets, and cash flow projections to guide operational and strategic planning.
• Assist Director with prevailing annual budgeting and midyear reforecasting, aligning financial plans with staffing projections and project pipeline.

Accounts Receivable, Billing Management and Collections:

• Assist Director in the AR process including preparation and review of client invoices sent monthly, aging reports and collection strategy.
• Collaborate with Accounting Director and Project Managers to ensure accurate and timely billing for all projects.
• Assist Director to batch and scrub invoices and send them to clients.
• Lead client communication regarding outstanding balances and implement effective collection procedures.

Accounts Payable and Expense Management:

• Assist Director in processing accounts payable, ensuring accuracy, proper approval, and timely payments.
• Oversee employee expense processing and ensure compliance with firm policies.
• Validate subconsultant invoices and align them with project phases prior to payment scheduling.
• Monitor and manage vendor relationships, ensuring favorable terms and service performance.

Project, Timekeeping and Data Management:

• Ensure accurate project setup in AJERA, including setting up new project numbers, phases, and statuses.
• Partner with project teams to analyze financial performance of active projects and support fee and staffing adjustments as needed.
• Oversee timekeeping processes and ensure accurate labor cost allocation.
• Assist in producing weekly, monthly and 6-month forecast reports.
• Review staff timesheets; obtain timesheet corrections from employees, when required.
• Assist in HR administration (employee record keeping and PTO accrual).

Strategic Planning Support:

• Assist Director with leadership on capital investments such as technology, equipment, and office improvements.

Compliance, Risk and Audit:

• Assist in compliance with GAAP, tax regulations, and local/state business requirements.
• Assist Director to coordinate with external auditors, tax advisors, and insurance providers to ensure clean audits and timely filings.
• Oversee contract and insurance reviews for client and consultant agreements to mitigate financial and liability risk.
• Manage business licensing, registrations, and financial certifications across jurisdictions.
• Develop and maintain internal controls and approval workflows to safeguard firm assets.

Cash Flow and Capital Planning:

• Assist Director to monitor cash flow, and credit line utilization to ensure liquidity for daily operations and growth.
• Assist Director in forecasting and managing short-term and long-term cash needs relative to project billing schedules and capital expenditures.
• Assist Director to Model utilization rates and productivity metrics to inform staffing and hiring decisions.

Qualifications:

• 8-10+ years of progressive accounting or finance experience, preferably within an architectural, engineering, or professional services environment.
• Strong proficiency in accounting software (Deltek Ajera experience highly preferred).
• Exceptional attention to detail, organizational skills, and ability to manage multiple priorities.
• Excellent communication skills, comfortable with multi-tasking and a service-oriented mindset.
• Demonstrated ability to produce accurate reports and actionable insights for senior management.

This role is ideal for a motivated finance professional looking to take ownership of the financial strategy and operations of a creative, project-based organization. The Accounting Coordinator will play a critical role in shaping the firm's financial future and supporting its continued growth and innovation.
Local, Los Angeles candidates only. This is an onsite position at our office in Los Angeles. No remote candidates please.