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.
