Kelsey Holley

Project setup and contract/budget maintenance

• Monitoring A/R and assisting the project managers in timely collection efforts
• Generate monthly client statements
• Tracking employee spending's and expense reports for the company partners
• Manage and process monthly project billing for assigned projects/project managers
• Monitoring project dashboards for accuracy
• Training incoming project accountants and creating process documentation for all to utilize
• Ensuring that all financial updates to each project are in line with the signed proposal and changes orders
• Delivering financial reports to management for quarterly projects updates
• Assists in creating, maintaining, and updating databases, spreadsheets, and other organizational tools for the team
• Account reconciliation
• Auditing project accounts when deemed necessary
• Review expenses and labor for accuracy at project and phase levels
• Monitoring unbilled aging and working with project managers to resolve as applicable
• Handling financial queries including invoicing, contract status and budgets in the accounting system
• Monitoring project budgets and working with project managers to ensure accuracy, as well as maintaining start/end dates for project forecasting

• Direct support to the client managers and project managers in the division
• Training incoming project coordinators and creating the process documentation, as well as keeping it updated as the role evolves
• Organizing project team meetings and recording minutes
• Maintaining multiple calendars and schedules for different project managers throughout the team
• Attending meetings in various locations such as job sites, city or county offices, and city or county council meetings for specific projects in support of the project manager
• Assisting with reviews, quality control, and coordination of submittal packages including permit applications, consultant studies, plans, easements, and other project related documents
• Delegating specific tasks to team members/departments when appropriate
• Working with the project managers to maintain and establish project schedules to attain project entitlements, plan approval, plat recordation and project closeout
• Proactively coordinating with the project managers and other divisions to ensure that deadlines are met
• Maintaining subconsultant invoices, pay estimates, change orders and status reports for monthly meetings
• Project set-up and contract/budget maintenance
• Following up on the details – Signed contracts, job setups, closeouts, QA/QC plan, project schedule, project cost tracking, etc.
• Assisting the project management team in writing proposals and project setup in the accounting system

• Answering multiple phone lines and rerouting them to the appropriate team member when necessary
• Tracking all employees’ mileage and expense reports
• Scheduling appointments with customers and coordinating meetings with company suppliers
• Training new employees in QuickBooks and SupplyPro
• Assisting with payroll through QuickBooks
• Creating spreadsheets to track supply costs and labor expenses
• Maintaining weekly inventory and inputting all invoices for processing
• Pulling permits for all city/county projects
• Tracking that project PO’s in the builder services system are in line with the project cost sheet and maintained
• Assisting in accounts payable and accounts receivable
• Scheduling inspections throughout each phase of the project
• Assisting in pricing breakdown for the bidding of future/potential new residential jobs