VITA Planning & Landscape Architecture

Controller

The Controller for VITA Planning & Landscape Architecture in San Rafael, CA, works collaboratively with VITA leadership and our principals to drive day-to-day accounting and finance functions. We are a thriving global business looking for a strategic partner, not just a number cruncher. While global in reach, we are a family owned small business that provides day to day interactions with our founder, our leaders and our clients. If you are looking for a new challenge, in a serene waterfront setting, we’d love to hear from you.

Job Summary

  • Deltek Vision “system administrator” expert - hands-on & assisting others.
  • Day-to-day, monthly and year end full cycle accounting & reporting to management.
  • Payroll coordinated with employees and outside PR company.
  • R collections.
  • Coordinate employee set up: payroll, benefits, entry in Vision, vacation/sick tracking.
  • Maintain billing rates within Vision system.
  • Reporting - project, management & annual, standard in industry.
  • Oversee billing and accounting assistant tasks; back up to billing person.
  • Other misc tasks as specified in the detailed section.

Detailed Responsibilities

  • Monthly assessment of bank accounts & financial position with accounting assistant.
  • Month end closing, FS’s, reporting and review with CEO, owner of firm and other team members.
  • Ability to coherently present and discuss financial reporting with management.
  • Year end coordination with CPA on tax planning, annual bonuses, taxes, W2 review, etc.
  • Annual 1099 preparation in Vision software; year end Vision tasks.
  • New year start tasks: holidays scheduled, mileage, tax / 401k limits, payroll tax rates, etc.
  • Coordinates with Principals and PM’s on AR and collections.
  • Assists PIC’s / PM’s with project reporting and project budget assessment.
  • Oversees project accountant billing & hands-on backup billing work as needed.
  • Oversees and ensures accuracy of accounting assistant functions which include, but are not limited to, day to day entries, retainers, deposits, AP, bank rec’s and Excel FS summary reports.
  • New employee orientations including forms and benefits and enter in Deltek Vision.
  • Review vacation requests time availability; coordinate unpaid time off with payroll.
  • Billing rate schedules maintained in Vision, rate multipliers, coordinate annual review/increase.
  • Consultant invoice review, budget entries to jobs and approvals with team.
  • Company payroll coordinated with payroll service bi-monthly, taxes and assist employees with payroll matters; 401k reports sent to 401k rep for contribution.
  • Ensure jobs are entered properly for GET Hawaii tax collection.
  • Coordinate client insurance certificates with agent; answer team’s insurance questions.
  • 401k Program coordinated with employees to start in payroll & with John Hancock.
  • Annual reporting (examples OH multiplier, revenue summaries, etc.), develop and run special projects / reporting in Vision as required by CFO/CEO, review for accuracy accounting assistant’s reporting (examples: cash flow & other requested reports).
  • Participates in financial department recruiting, selection, orientation, training and reviews.
  • Tutorials and training to staff of Vision functions, resolve Vision issues, roll out new systems.

Qualifications

  • Accounting / business degree required.
  • Previous experience required working in architectural, interior design or engineering environment.
  • Deltek Vision experience required. Controller is the “system administrator” expert of accounting and project modules, minimum 5 years experience. Must understand billing functions within Vision as back up to billing person and be able to assist all employees with Vision expertise.
  • Minimum 10 years experience in a hands-on accounting role.
  • 5 years minimum supervisory experience
  • Excellent communication skills and ability to present clearly and concisely to senior leadership.
  • Small business environment experience preferred with frequent business owner / management and client contact.
  • A thorough understanding of accounting processes and experience with preparing all types of accounting transactions: including Job Costing, Payroll, GL, AR, AP & billing.
  • Resource Planning Vision module experience helpful.
  • Maintains strict confidentiality standards.
  • Independent self-starter with strong time management skills.
  • Proficiency with MS Office and Google Docs and Sheets.
  • Experience with Google Data Studio a plus.
  • Excellent verbal and written skills.

Our Ideal Candidate Will:

  • Show up with a desire to have fun and a love of helping others succeed.
  • Demonstrate curiosity and interest in what we do and a desire to become a long term member or our team.
  • Be fundamentally relationship oriented - we are looking for a finance partner to help us achieve strategic goals and this role is critical to that growth.
  • Be an inherently responsible, self-starter, independent & proactive decision-maker and problem-solver.
  • Be motivated toward top quality - detail oriented, able to multitask & prioritize, super organized.
  • Learn quickly, value continuous improvement and self development.
  • Enjoys technology and learning new software skills.
  • Have longevity within previous employers and proven record of results.
  • Enjoys and has flexibility working with different types of people and projects.
  • Hands-on approach to roll up sleeves and get the job done.

About VITA

For 17 years VITA has established an international reputation for excellence in Landscape Architecture and Planning in community place-making and hospitality design. At each step of the planning and visioning process we rely on our collective background to arrive at innovative, functional, artistic and sustainable solutions.

Our goal? Respond to cultural and environmental needs and deliver authentic experiences.

We believe design is a journey of discovery; an elegant dance in which we strive to manifest a bold vision while choreographing environmental, construction, budget and social realities.

Across five continents, we’ve stewarded the vision for over thirty communities, dozens of resorts and hundreds of residences. We are proud that they are as culturally relevant today as they were when they were inspired ideas and trace-paper scribbles.

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