STEPHANIE ALVA
Sunnyvale,CA
Summary
Highly organized with a solid background in project accounting, ensuring accurate financial tracking and reporting, as well as project coordination and estimating. Proven track record in managing budgets, forecasts, and financial statements for multiple projects. Demonstrated expertise in financial analysis and risk management, contributing to effective project execution.
Overview
19
19
years of professional experience
Work History
Project Accountant
De Bella Mechanical Inc.
Santa Clara, CA
04.2025 - Current
- Sole project accountant handling all AR for Contract Monthly Progress Billings, Service T&M and Preventive Maintenance Billings
- Followed established procedures to manage and retain project related documents from job set up to retention billing
- Worked with Service Manager and Controller to implement a more structured billing process for Service Department
- Tracked AR Aging and followed up on past due accounts and applied AR payments when received
- Ensured all projects subject to preliminary lien filings are timely completed. Managed both in-house and vendor lien waiver requests.
- Ensured all insurance certificates are up to date and meet project requirements (both in-house and vendors)
- Entered initial budgets and change order budgets into accounting system. Alerted PM team of differences between actual and estimated costs throughout project.
- Handled project set ups in accounting system, shared drive and hard copy job folder
Accounts Specialist & Office Management
Revolt Electric
Santa Clara, CA
04.2024 - 03.2025
- Handled all aspects of Accounts Receivables including monthly progress billings, posting AR payment received
- Reviewed AP invoices against statements and verified that the external accounting team correctly allocated job costs. Assisted with the posting of AP invoices when needed.
- Monitored company credits cards and ensured that any purchases were applied accurately to job costs.
- Payroll including Certified Payroll, DAS Forms and other compliance documents
- Tracked and Reported Job Costs for Construction Projects.
- Assist PM and APM with Project Set-Ups, COR Logs, time and material change orders formulations and completing monthly billing sheets.
- Pre-liened all projects, provided in-house lien releases and requested vendor lien releases.
- Ensured customers had project specific certificates of insurance.
Trustee
Family Trust
Sunnyvale, CA
09.2017 - 03.2025
- Completed my part-time position for my parents’ complex family trust. This position has involved challenging tasks such as the following:
- Dissolution of a ‘non-operating’ family business with the assistance of a corporate attorney’
- Key figure in managing and negotiating a sales price on behalf of the trust in a complex commercial property sale
- Managed and tracked the renovation of a trust owned residential property
- Accounting and administrative work as well as collaborative work with the trust attorney, corporate attorney and CPA for guidance and to delegate tasks beyond my capabilities
Project Assistant /Accounting Assistant
Performance Air Service, Inc.
Santa Clara, CA
02.2022 - 06.2022
- Processed job set ups, job accounts, purchase orders, subcontracts and assisted with project close-out documents
- Pre-liened projects, tracked vendor pre-liens, and provided lien releases to clients
- Processed monthly construction progress billings, application for payments, SOV and lien releases
- Processed and tracked pending change orders and change orders
- Generated spreadsheet for in-house weekly construction project progress meetings; Kept notes of weekly progress and key schedule issues during the meeting
Construction Accounting & Executive Assistant
Bay Area Construction LLC, RR & KB LLC
San Jose, CA
01.2018 - 10.2018
- Prepared proposals, managed owner’s schedule, reviewed contracts, organized job files, set up schedules of values, handled monthly progress billings, job costs and processed subcontractor payments per contract terms
- Handled preliminary liens for all projects, processed lien releases, receivables
- Submitted certified payroll reports (DIR) electronically as needed
- Part-time temporary ‘remote’ position
Estimating (Sales)/Project Management
El Camino Paving, Inc.
Mountain View, CA
01.2013 - 01.2016
- Note 1: Various Positions at El Camino Paving, Inc. (a union contractor) from April 1993 until January 2016 (from most current to least current position)
- Note 2: El Camino Paving, Inc. was a family-owned business owned by my parents however, I have references from non-relatives.
- A. Estimating (Sales), Project Management & General Management from January 2013 to January 2016
- Sought public bid subcontracting opportunities on bid sites that I would estimate/bid (adjustment of utilities) to general contractors; When my bid resulted in a subcontract, I would manage the work including dispatching the crews
- Thoroughly reviewed contracts and negotiated with customers on acceptable contract changes; Handled change order process.
- Efficiently dispatched the crews, recapped employee hours and submitted them to the payroll company while managing the utility adjustment projects; Assisted with safety meetings as well as tracking and selecting safety topics; Insured all crews had appropriate safety gear, clothing, and equipment for each crew.
Executive Asst to President & Job Cost Analysis (for downsizing process)
El Camino Paving, Inc.
09.2009 - 12.2012
- As part of a 3-person team, evaluated losses and developed a downsizing plan; We adjusted the workforce to focus on utility adjustments for former competitors which had less competition; I monitored costs daily and reported them weekly
- I also continued to handle the complete AR process
- Evaluated contracts and when necessary processed subcontracts
C. Part-time Accounts Receivable & Collections
El Camino Paving, Inc.
03.2007 - 09.2009
- Note: Worked remotely on a part-time basis during this time in order to assist in the caretaking of my father.
- Processed accounts receivables, payment applications, performed collections calls, etc.
- Preliminary liens of all projects, processed lien releases, and assisted with AR collections.
- When needed, I attended construction pre-bid meetings, pre-bid walks and provided detailed meeting notes.
Education
Bachelor of Science - Liberal Arts And Sciences
San Jose State University
San Jose, CA06-1999
Bachelor of Arts - Liberal Arts And Sciences
San Jose State University
San Jose, CA06-1999
Skills
- Accounts receivable management
- Project setup and change order management
- Project close outs
- Collections and payments
- Bookkeeping and reconciliation
- Accounts payable
- ERP systems proficiency
- Invoice management
- GAAP
- Union payroll, certified payroll and compliance
- Budget analysis
- Contract management
- Lien waivers
- Certificates of insurance
- Microsoft office
- AIA Billing
- Ability to read plans/specs
- Formulate and track change orders
- Project Close-Out
- Estimating & Project Management
Other Skills
Experience with Explorer by Versyss, Quickbooks Online & Desktop, Vista by Viewpoint, Foundation, Sampro accounting software as well as portals such as Textura, SAAS, GC Pay, Coupa, PrimePay, Monday, Microsoft Office, Microsoft Project, Adobe Acrobat, Bluebeam, Docu-Sign.
Beginner level Spanish speaker. Strong experience in change order management,
Languages
English
Professional Working
Timeline
Project Accountant
De Bella Mechanical Inc.
04.2025 - Current
Accounts Specialist & Office Management
Revolt Electric
04.2024 - 03.2025
Project Assistant /Accounting Assistant
Performance Air Service, Inc.
02.2022 - 06.2022
Construction Accounting & Executive Assistant
Bay Area Construction LLC, RR & KB LLC
01.2018 - 10.2018
Trustee
Family Trust
09.2017 - 03.2025
Estimating (Sales)/Project Management
El Camino Paving, Inc.
01.2013 - 01.2016
Executive Asst to President & Job Cost Analysis (for downsizing process)
El Camino Paving, Inc.
09.2009 - 12.2012
C. Part-time Accounts Receivable & Collections
El Camino Paving, Inc.
03.2007 - 09.2009
Bachelor of Science - Liberal Arts And Sciences
San Jose State University
Bachelor of Arts - Liberal Arts And Sciences
San Jose State University