• Project Accountant/Administrative Assistant

    Job Locations US-WI-Middleton
    Job ID 2018-1305
    # of Openings
    Posted Date
    1 month ago(9/21/2018 3:51 PM)
  • Overview

    HGA is an award winning architectural, engineering and planning firm with a full-time opportunity in our Madison office for an Administrative Assistant/Project Accountant. This role reports to the Office Director and supports Principals and project team members and requires a passion for providing exceptional service to internal and external customers. This role provides administrative and project accounting support through preparation of client billings in accordance with contract, and management of consultant invoices in accordance with the firm’s internal controls, principles and standards.  The ideal candidate will excel at time management, attention to detail, follow through, prioritizing, anticipating the needs of others, and maintaining a positive attitude.


    1.    Maintains daily communication with team leaders to determine assignments, priorities, and seeks clarification as necessary
    2.    Billing process, including review of contract for billing requirements, coordination with principals and project managers, evaluate profit margin reasonableness and develop familiarity with assigned team
    3.    Performs a variety of administrative duties in support of office, project teams, or group lead
      • Coordinates travel arrangements
      • Prepares presentations and reports
      • Prepares correspondence, agendas, meeting minutes, etc.
      • May maintain logs and databases
      • Assists with budgets and expense tracking
      • Schedules meetings, conference calls and appointments
      • Maintains service for company vehicle
      • Clerical duties such as phone coverage and screening, preparing outgoing correspondence and maintaining calendars and filing systems
    4. Works closely with the office to stay informed of multiple deadlines where additional help may be needed. Understands the importance of team-playing and offers services to assist others when needed.
    5. Assists new hires to the office so that they become familiar with administrative procedures, standards and guidelines. Willingly advises them of other resources within firm and may facilitate introductions when appropriate.
    6. Maintains on-going communication with peers and works to maintain quality standards within the office through identification of problem processes, potential changes in work processes, participation in office meetings.
    7. Recognizes the importance of confidentiality when working with a variety of documents and conducts self in a professional manner.
    8. Plans office social activities and events
    9. Other duties or responsibilities as assigned


    • Bachelor’s degree in business administration, accounting or related field preferred.
    • Minimum of 3 years bookkeeping/admin experience in a professional services firm, preferably in an Architecture or Engineering environment.
    • Previous experience in accounting, finance or business analytics in a professional services environment preferred.
    • Proficiency in Microsoft Office products including Word, Excel, PowerPoint and Outlook; Newforma, Adobe and Deltek Vision experience preferred.
    • Proficiency with In-Design graphics software preferred.
    • Excellent communications skills - both written and verbal.
    • Demonstrated ability to build relationships across an organization.


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