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Project Accountant

Accounting/Finance Milpitas, California

As a Project Accountant, you will be providing support to your project teams in all aspects related to accounting, providing “one stop shop” support. Your role is extremely important to the company, as you function as the liaison, between accounting and operations giving you the opportunity to bridge gaps that may exist between the two groups.

Communication with your teams related to accounting matters must be done so clearly, concisely, and constantly. The key to this role, is taking full ownership of anything related to accounting for the jobs you manage from inception to job closure. This is an in-person position. XL does offer work from home flexibility, but the position requires a Project Accountant to be physically in the office or the job site 3 days a week.

 Responsibilities:

·        Prepare monthly project billings required.

·        Schedule and lead billing kick-off meetings for new projects.

·        Schedule regular monthly meetings with your team specifically related to anything accounting.

·        Review AP invoices and update subcontractor compliances, if applicable.

·        Regularly review accounts receivable and follow-up with clients as needed to ensure timely payments.

·        Review costs posted to jobs monthly to ensure all costs related to the month in review are captured and accurate.

·        Provide financial support and analysis to the project teams including, but not limited to, budget vs. actual cost comparisons, researching discrepancies, and account reconciliation.

·        Upload control estimates and review budgets for accuracy.

·        Ensure new projects are set up accurately in Vista as well as maintain any new updates, if applicable.

·        Support operations with Vista functionality, including but not limited to: uninterfacing items, reconciling PCO’s, troubleshooting user errors, etc.

·        Review monthly WIP to determine if any jobs require accounting adjustments. Report back to Assistant Controller with any changes within the time requirement.

·        Review and complete monthly, quarterly, and year-end close duties as assigned.

·        Responsible for the financial closeout of projects outlined in the project closeout checklist.

·        Assist in in compiling support for internal and external audits.

·        Function as a liaison between client and XL specifically related to the accounting side.

·        Provide on-going education to your project teams as required.

·        Safeguard the company assets and ensure compliance with corporate financial and risk processes.

·        Provide ongoing project support consistent with best practices.

 Knowledge, Skills and Abilities:

 ·        Bachelor’s degree in accounting or business is preferred

·        Minimum 3 years of construction accounting experience required

·        Extensive use of job cost accounting systems, preferably Vista by Viewpoint

·        Significant experience with Excel and other financial applications such as budgeting and business intelligence packages

 ·        Ability to identify and resolve complex issues

·        Possess strong oral and written communication skills

·        Possess strong problem-solving skills

·        Ability to identify and resolve complex issues

·        Sound judgement and decision-making abilities

·        Able to thrive in a fast-paced, high energy, demanding and team-oriented environment

·        Able to build relationships with both internal staff and external clients and subcontractors

·        Must have strong communication skills

·        Must be organized

·        Proficient in a variety of systems and software

Base salary range: $75,000 - $100,000

1B Visa sponsorship is not available for this specific position.

XL is an Equal Opportunity Employer (EOE AA M/F Vet/Disability)

Qualified applicants are evaluated without regard to race, color, religion, sex, national origin, sexual orientation, political affiliation or belief, age, gender identity, disability, status as a protected veteran, or any other protected characteristic. 

Executive Assistant

Organizational Development Milpitas, California

Position Title 

Executive Assistant – Full-Time, Oakland and Milpitas Offices

Position Summary 

As senior level support, the Executive Assistant is the primary point of contact and trusted partner to the executives and their offices. This position, reporting to the Administration and Facilities Manager, will provide support to the Vice President of People, as well as the Senior Vice President of Organizational Development. To be successful, you must provide a focused level of attention to the executives, naturally build and maintain strong relationships within the Company and with its business partners, be flexible and easily assess and align priorities. You will have capable problem-solving abilities and effective communication skills that employ both discretion and diplomacy intuitively.

 Responsibilities:

·        Trusted Partner – As a partner to the executives, and representative of their office, you embody the company’s purpose and core values. You’ll meet regularly with the executives to structure priorities. Apply emotional intelligence skills and interpersonal communications in order to anticipate and support the needs of the executives.  Maintain strict confidentiality and discretion when handling day-to-day matters including prioritizing and juggling meetings, creating space for meetings and work time, filtering distractions, and following-up on requests while forging trusted relationships on behalf of the executive with internal and external constituents.

·        Reliable “Go To” Resource - Initiates and responds to informational requests including policies, procedures and regulations, report preparation, and correct source for answers.

·        Outlook Email & Calendar Management – Collaborate with VP of People to review and prioritize their email to highlight deliverables, clear out junk mail and generally keep their email inbox organized and focused. Proactively plan and manage calendars.  Requires ability to anticipate, plan ahead, and use judgement to prioritize requests.  Communicates with executives in advance to keep apprised of what’s ahead, maintains alignment with executives on priorities, and carves out dedicated time for planning/strategy/reflection.  Collaborates and communicates (verbally and electronically) with other admins to make priority meetings possible.

·        Correspondence Creation & Coordination - Creates, types, and edits correspondence, prepares documents, compiles material for presentations, prepares presentations and communication packages. Complete necessary meeting materials in time for scheduled meeting. In this capacity, regularly engages in variety of contacts inside and outside organization, interacting with high level management.

·        Event Planning – Thoughtful coordination and preparation of VIP events, including calendaring, communication and follow through, contract negotiation, document preparation, catering, setup and clean-up of space. Ability to request support from extended admin team, delegating appropriate tasks and responsibilities when needed and creating a collaborative team experience with all involved.

·        Travel Planning – Thoughtful planning and scheduling, calendaring, communication and follow through regarding travel arrangements, updates and changes. Ability to plan travel in way that supports the executives in achieving the purpose of the trip and allowing time for other decision making and miscellaneous work requirements. 

·        Expense Reporting – Coding and tracking required to submit monthly expense reports.

·        Budget Planning –Reconciliation and forecasting for executive office budgets.

·        Coaching & Mentorship – Provide guidance & mentorship for the Administrative Assistant support staff to promote learning and professional development, as well as opportunities to ready them for future career growth opportunities.

·        Special Projects – Willing and able to execute and/or project manage various assignments as needed.  Examples could include provide research and administrative support to special projects, preparing data, reports, analysis and follow-up on projects in a timely manner; take dictation and/or transcribe from handwritten material or other sources; attend meetings and capture notes and key action items and sharing back with meeting attendees; type, format, and proofread a variety of materials including correspondence, memos, reports, charts, statistics, minutes of meetings, etc.

·        Document Management & Process Control – Organizing and filing, manually and electronically as applicable. Make recommendations for process improvements when needed.

Qualifications:

·        Bachelor’s degree preferred

·    4+ years’ experience providing executive level administrative support for a CHRO/CPO or other C-suite executive.

·        Technology Savvy – experience working with various technological components (PCs, smart phones, tablets) and their work-related applications. Video conferencing and other remote work tools. Ability to provide basic trouble shooting support.

·        Demonstrated proficiency with MS Office Suite – Outlook, Word, Excel and PowerPoint

  • Demonstrated ability to use discretion and maintain confidentiality
  • Demonstrated customer focus and ability to work with staff at all levels
  • Proven ability to build effective partnerships
  • Positive attitude, self-starter, collaborative
  • Creative problem-solver, detail-oriented
  • Strong verbal/written communication skills
  • Ability to adapt and change in a fast paced, dynamic environment
  • Able to multi-task and self-prioritize required
  • Reliable and punctual

Base salary range: $95,000 - $125,000

H1B Visa sponsorship is not available for this specific position.

XL is an Equal Opportunity Employer (EOE AA M/F Vet/Disability)

Qualified applicants are evaluated without regard to race, color, religion, sex, national origin, sexual orientation, political affiliation or belief, age, gender identity, disability, status as a protected veteran, or any other protected characteristic. 

We’re Hiring!

We’re looking for people that want to join us as we build to improve the lives of our clients, partners, communities, and each other. See below for current openings at XL Construction in our Silicon Valley, Oakland, San Francisco, and Sacramento offices.

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We are an Equal Opportunity Employer (EOE AA M/F Vet/Disability)