trm architect is seeking a new Finance Director. The firm currently has a retiring controller who is willing to assist with the transition and has outsourced many of the book keeping tasks to the firm's outside tax accounting firm. The primary responsibilities of the position:
Financial Responsibilities:
Utilize Ajera accounting software and Excel to maintain financial records and prepare reports.
Daily account payable and accounts receivable entries inclusive of processing monthly recurring entries
Review and submit employee expense reports (always look at these prior to issuing an invoice)
Work to reconcile bank accounts weekly.
Provide Cash and Accounts Payable report to Principal bi-weekly
Prepare Accounts Payable payments and mail accordingly
Review Employee time sheets prior to payroll submission for any items not in the billable section. Adjust if needed.
Bi-weekly Payroll submission and general ledger entries.
Ensure compliance with and prepare reports according to applicable government regulations.
Prepare monthly Plotter Billing invoice and input as in-house expense to each project.
Reconcile all credit cards prior to billing to ensure items pertaining to projects are recorded.
Prepare monthly billing report for review with Principals
Monthly invoicing to clients.
Work with project managers to confirm and review employee time sheet entries for invoicing purposes.
After billing is complete update the accounts receivable report and post billing multipliers.
Monthly accounts receivable collections in conjunction with principal.
Management of accounting, auditing and budgeting within the organization.
Reconciliation of intercompany entries and associated journal entries.
Process monthly recurring journal entries.
Update and maintain recurring journal entries for prepaid expenses.
Preparation of monthly and quarterly financial statements.
Prepare documents required for any audits that arise (Ex: Insurance, Payroll).
Project Responsibilities:
Setup new projects and maintain current projects in the Deltek Ajera system.
Record subconsultant fees in each project as they become known.
Maintain contract amounts per project by phase as they become known.
Assist in the preparation of project proposals and agreements.
Insurance Responsibilities:
Provide annual report submission for Professional Liability Insurance.
Key man insurances are auto deducted monthly – monitor for any problems with deduction.
Annual Officers Life policy payment in January as it is an add back and TRM does not want to add the large item at years end.
Record and update insurance payments monthly prepaid entries.
Human Resource Responsibilities:
Maintain Vacation and Sick time report.
Ensure that new employee paperwork is completed and filed.
Add new Employees to payroll provider website.
Provide Employees with Benefits details and Handbook.
Contact any necessary Benefits providers if insurance is requested. This has a time limit and needs to be done as soon as possible.
Company Licensing Responsibilities:
Maintain the Current State Registration spreadsheet
Review Continuing Education requirements prior to renewing any registration for changes and compliance.
Renew mid-month any licenses that are due for renewal in that month.
This is extremely important that no license goes past the renewal date.
Maintain NCARB licensing page for update on license expiration date – this is where outsiders see your list of licenses and expiration dates.
Order digital stamp if requested (Prostamps.com) never include signatures.
Contracts/Project Agreements Responsibilities:
Maintain project paper folders and digital folders for contract documents and subconsultant fee documents.
Utilize the AIA Contracts website to prepare AIA Agreements.
All other agreements are prepared using Word documents.
All contracts are prepared with the input and review of the principals.
