Consultant Payables Coordinator

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PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, and we offer the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in design, project delivery, entrepreneurship, leadership, and life.

We are seeking a highly organized and detail-oriented Consultant Payables Coordinator to join our accounting team. This position is integral to the accurate and timely processing of consultant invoices, ensuring proper project-level coding, and maintaining compliance with contractual obligations, particularly those governed by Pay When Paid provisions.

Responsibilities

Include, but not limited to,

• Consultant Invoice Management process, code, audit, and manage the full lifecycle of consultant invoices in accordance with project-specific requirements and internal financial policies
• Project Financial Reconciliation collaborate with project managers and accounting staff to identify and resolve invoice discrepancies, correct coding errors, and reconcile outstanding balances
• Pay When Paid Compliance monitor client payment activity to support timely consultant disbursements in accordance with contract-specific Pay When Paid terms
• Vendor Account Management maintain up-to-date vendor records, reconcile Accounts Payable Aging Reports, investigate payment variances, and manage outstanding balances
• Documentation & Insurance Compliance ensure timely filing of consultant invoices to meet billing and payment deadlines. Collect and maintain Certificates of Insurance (COIs) in alignment with contractual and risk management requirements
• Cross-Functional Coordination coordinate with internal billing teams to obtain invoice approvals, maintain budget compliance, and support monthly invoicing schedules
• Audit & Tax Reporting Support collect and manage W-9 documentation for 1099 tax filing. Prepare and provide supporting documentation for internal and external audits related to consultant invoicing and payments.

Qualifications

PGAL offers a comprehensive benefits package that includes medical, dental, vision, disability, life, flexible spending accounts, a 401(k), and profit sharing. We also offer paid leave, including holidays, PTO, and paid parental leave.

PGAL is an Equal Opportunity Employer, including disability and protected veteran status.

PGAL is a VEVRAA Federal Contractor.

Seniority level

Seniority level

Mid-Senior level

Employment type

Employment type

Full-time

Job function

Job function

Consulting, Information Technology, and Sales

Industries

Architecture and Planning

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