Job Description

Job Description

Who is Westlake?

A locally owned company since 1983, Westlake offers professional surveying, civil engineering, and land use planning services. Specialty areas include 3D laser scanning, precision industrial measurement and wind energy development services.

Westlake Consultants is currently hiring for a Staff Accountant to join our growing Administration Team

The Staff Accountant is responsible for maintaining accurate financial records, supporting all internal accounting processes, and ensuring compliance with accounting standards and company policies. This role involves preparing journal entries, reconciling accounts, and supporting the finance team.

Immediate Duties and Responsibilities:

General Accounting

• Understand how transactions affect accounts
• Understand internal controls

Accounts Receivable

• Project Billings
  1. Prepare client billings and associated job cost reports, labor transfers, interest billings, extra work

authorizations, and project close-out reports

1. Review, process, and track Change Orders and Change Order Requests
2. Review contract terms and ensure that billings are in alignment with requirements
3. Submit all payment Applications and process/complete client billing forms as needed
4. Have a working knowledge of customer databases and be able to follow invoice submission procedures.
5. Manage the monthly billing sheet
6. Responsible for month end reporting and reconciliation

• Oversight
  1. Maintain accounts receivable records to ensure aging is up to date
  2. Follow up on collections in tandem with the Vice President
  3. Issue client statements monthly for aged items
  4. Handle customer inquiries regarding invoices and payments
  5. Developing reports related to accounts receivable activity
  6. Working with other departments to resolve billing issues or disputes

Administrative

• Ensure project file integrity
• Maintain positive working relationships with clients, directors, project and billing teams
• General office administrative tasks include copying, filing, and using MS Outlook
• Help other Accounting Team members as required, and share responsibility for some administrative duties, including acting as back-up on our phone system

Project Accounting

• Create new projects, promos and phases
• Add fees to budget and revenue in Vision
• Review project fees for fee escalation annually

Leadership

• Train incoming accounting staff on the full cycle billing process
• Develop and maintain standard operating procedures for Accounts Receivable and Accounts Payable

Future Duties and Responsibilities:

Accounts Receivable

• Cash Receipts
  1. Enter cash receipts and make deposits weekly
  2. Monitor incoming payments and ensure they are applied correctly
  3. Resolve discrepancies between customer payments and invoices

Accounts Payable

• Enter and pay vendor invoices weekly
• Enter Chase VISA activity from Westlake cardholders
• Request and Enter W9s

Timesheets

• Review and post timesheets bimonthly
• Prepare Timesheet Recap bimonthly

Payroll

• Prepare Payroll Recap Report bimonthly
• Provide backup to payroll processing
• Enter Payroll Journal Entry

Year End Close

• Issue 1099s

Qualifications

• Bachelor’s degree in Accounting, Finance, or related field preferred
• 1–3 years of accounting experience
• Strong understanding of accounting principles and practices
• Proficiency in Microsoft Excel and accounting software (Deltek Vision experience preferred)
• Excellent attention to detail, time management, and organizational skills
• Strong communication skills and ability to work collaboratively