Job Description

Accounts Payable

• Process approved accounts payable bills in QuickBooks, verifying accurate coding to the appropriate cost codes and projects as provided by the Construction Admin and Project Managers.
• Execute payment runs according to the established schedule, ensuring all required approvals are obtained prior to payment release.
• Collect, verify, and maintain lien waivers in coordination with the Construction Admin before issuing payments.
• Maintain complete and up-to-date vendor files, including W-9s, certificates of insurance, and payment history.
• Monitor AP aging and proactively flag overdue invoices, payment holds, and other issues to the General Manager and Owner.

Accounts Receivable & Draws

• Prepare and issue client invoices and draw requests based on draw packages submitted by Project Managers.
• Monitor accounts receivable aging and follow up on outstanding invoices to support timely collections.
• Record incoming payments and reconcile receipts against client invoices and project draw schedules.
• Assist with intercompany billing and reconciliations between PDB, Paquin Interiors, and PQ Development.

Payroll & Benefits

• Process bi-weekly payroll accurately and on schedule.
• Maintain accurate payroll records and support compliance with applicable federal and Maryland state requirements.
• Coordinate employee benefits enrollment, payroll deductions, and annual benefit updates.

Monthly Close & Financial Reporting

• Reconcile all bank and credit card accounts on a monthly basis.
• Maintain accurate job costing in QuickBooks by ensuring costs are posted to the appropriate project and cost code.
• Prepare monthly profit and loss statements and balance sheets for Owner review.
• Support the external CPA with year-end close activities and tax preparation.

Compliance & Records

• Maintain organized, accurate, and complete financial records in accordance with applicable retention requirements.
• Monitor and maintain current certificates of insurance for all active subcontractors.
• Assist with annual audit or financial review preparation and provide supporting documentation as needed.

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