Consultant Payables Coordinator

PGAL is a national design firm specializing in architecture, engineering, interiors, and planning for a diverse group of public and private sector clients. We believe great design grows from a supportive, energized environment. That's why we encourage initiative, value diverse perspectives, and give team members the opportunity to take meaningful ownership of their work. From your first day at PGAL, you will be part of a collaborative process where your voice matters and your contributions make a real impact. If you are seeking a firm where design excellence is matched by commitment to professional development and a culture that values people, PGAL offers a place to thrive and grow.

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:

- Minimum 3 years of accounts payable experience in an Architecture, Engineering, or Construction (A/E/C) environment, with a strong emphasis on consultant invoicing and project-based accounting, is required.

- Proficiency in Deltek Vision and/or Vantagepoint, including Vendor, Project, and Transaction Centers

- Strong understanding of project accounting practices, including Pay When Paid compliance

- Demonstrated ability to manage high-volume invoice processing with accuracy and attention to detail

- Proficient in Microsoft Office Suite (advanced Excel preferred); experience with Bluebeam or Adobe Acrobat for reviewing and annotating invoices.

- Excellent written and verbal communication skills; ability to engage effectively with internal teams, consultants, and vendors.

- Strong organizational and time-management skills; capable of handling multiple deadlines in a high-volume, deadline-driven environment.

- A high school diploma or equivalent is required; post-secondary education in accounting, business, or a related field is preferred.

- Must be legally authorized to work in the United States for any employer without sponsorship now or in the future.

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.