Consultant Payables Coordinator

PGAL is an international design firm specializing in architecture, interior architecture, engineering, and planning for a diverse group of public and private sector clients. Our culture is energetic, collaborative, and open, and we offer the opportunity to work on a wide range of project types. PGAL is an ideal place to build a career and develop skills in design, project delivery, entrepreneurship, leadership, and life.

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.