Project Finance Administrator

SYSTRA ANZ; Sydney; On-site; AUD 90,000 - 120,000; Full time

Job summary

BG&E in Sydney is seeking a Project Finance Administrator to partner with Project Managers and Directors, overseeing the end-to-end financial lifecycle from project setup to month-end reporting, invoicing and closeout. You will bring 3+ years in financial/project administration, proficiency with MS Excel and Dynamics 365, plus strong communication and a delivery-driven mindset.

A finance-related degree is preferred.

Qualifications

• 3+ years in a financial/project administration role, ideally within engineering, construction, or professional services.
• Proficient with financial software and advanced MS Excel; Dynamics 365 experience highly regarded.
• Strong face-to-face, verbal and written communication with a delivery-focused mindset.
• High attention to detail with ability to prioritise busy workloads and meet month-end deadlines.
• Tertiary qualification in Finance, Accounting, or Business preferred but not essential.

Responsibilities

• Chair monthly finance and debtor reviews with Project Directors; generate and analyze D365 reports.
• Review payment obligations; prepare project invoices; reconcile subcontractor statements.
• Follow-up with clients on billing; resolve inquiries; coordinate with legal/management on balances.
• Maintain D365 master files; set up new projects/tasks; track variations; close projects.
• Reconcile subconsultant invoices with purchase orders; review timesheets; manage monthly accruals.
• Guide and support Project Managers on financial processes; mentor Assistant PFAs.

Skills

MS Excel

Financial software

Customer-focused

Communication

Education

Finance/Accounting/Business degree

Tools

Microsoft Dynamics 365

Job description

BG&E is a civil and structural engineering consultancy, celebrated for our innovative, award-winning designs that prioritise practicality and constructability. Now part of the SYSTRA Group, we continue our decades-long commitment to delivering high-quality technical expertise to our clients - proud to support the ambitious growth of a sustainable and resilient international company.

We are seeking an organized, proactive Project Finance Administrator (PFA) to join our Sydney team, partnering with our Project Managers to ensure the financial performance, compliance, and smooth operation of our project portfolio.

About the Role

As a PFA, you will act as a trusted financial partner to Project Managers (PMs) and Project Directors (PDs). You will oversee the end-to-end financial lifecycle of projects-from setup to month-end reporting, invoicing, subconsultant tracking, and closeout.

Key Responsibilities include:

• Chair monthly finance and debtor reviews with Project Directors. Generate and analyze D365 reports to track overall project performance.
  
• Review payment obligations, prepare and issue project invoices/payment claims, and reconcile subcontractor statements and statutory declarations.
  
• Conduct proactive client follow-ups, resolve billing inquiries, and collaborate with legal/management teams on outstanding balances.
  
• Maintain D365 master files, set up new projects/tasks, track variations, and complete end-of-life project closures.
  
• Reconcile subconsultant invoices against purchase orders, review contractor timesheets, and manage monthly invoice accruals.
  
• Guide and support Project Managers on financial processes and help mentor Assistant PFAs within the team.
  

What You'll Bring to the Team

• Minimum of 3+ years in a financial/project administration role, ideally within an engineering, construction, or professional services consultancy.
  
• Proficiency in financial software (experience with Microsoft Dynamics 365 is highly regarded) and advanced MS Excel skills.
  
• Strong face-to-face, verbal, and written communication skills with a customer-focused, delivery-oriented mindset.
  
• High attention to detail with proven ability to prioritize busy workloads and meet strict month-end deadlines.
  
• A tertiary qualification in Finance, Accounting, or Business is preferred (but not essential).

What do we offer?

• Flexible working arrangements to help achieve real work life balance.
• Health and wellbeing support via a confidential Employee Assistance Program.
• Competitive remuneration.
• On-the-job coaching to help you be the best you can be, including leveraging BG&E's global network of experts to help you realise your professional development goals to grow your career at BG&E.

Gender Equity, Diversity and Inclusion

Equality is part of our DNA - We value who you are - it begins with our values and continues through our culture - and is fostered throughout our workplaces. We recognise the benefits of diversity and encourage our people to be comfortable in bringing their complete self to work.

Wellbeing and Safety

BG&E provides collaborative working environments, which supporting the safety and wellbeing of all employees and stakeholders. As an organisation, we strive to continually mitigate risks, and to improve our safety systems and performance.