Project Administrator

IntePros; Austin (TX); On-site; USD 52,000 - 68,000; Full time

Job summary

IntePros is seeking a Project Administrator to support the Austin, TX office in administrative and accounting functions for site investigation, remediation, and environmental management practices. The role interfaces with client billing, vendors and subcontractors.

Key system is Infor CloudSuite FSM; BST experience is a big plus. Responsibilities include contract setup, billing, and reporting with strict adherence to deadlines.

Qualifications

• Associate’s degree in accounting or finance (required).
• At least 1 year of related project administration experience for professional services.
• Ability to read and comprehend contracts and subcontract agreements.
• Knowledge of job costing and project revenue.
• Working knowledge of Microsoft Office and Excel.
• BST experience preferred.
• Accurate data entry, writing and editing skills.
• Ability to work in a fast-paced, deadline-oriented environment and manage multiple projects.

Responsibilities

• Read and interpret contract provisions and set up accurate project information in the accounting database per contract terms and company policies.
• Verify and/or edit project rate schedules and demographic data provided by Project Managers.
• Ensure mark-ups, tax components and invoice masks align with contract provisions.
• Review employee expense reports and enter required data for payment processing.
• Understand the timesheet flow as it relates to labor and project billing.
• Initiate billing cycle by generating prebill reports and finalize invoices with attachments.
• Track accounts receivable and accounts payable for project processing.
• Assess project revenue by identifying variances and adjusting budgets; enter percent complete as directed.
• Generate established system reports and assist with other office admin tasks.

Skills

Data entry accuracy

Contract reading comprehension

Billing coordination

Education

Associate’s degree in accounting or finance

Tools

Infor CloudSuite FSM

BST

MS Office

Job description

IntePros is currently looking for a Project Administrator to work with a leader in the environmental engineering industry at their Austin, TX office. In this role, the Project Administrator will provide administrative and accounting support to our growing site investigation and remediation and environmental management practice areas. They will also interact directly with client billing and accounting staff, as well as with clients, vendors, and subcontractors, as needed.
Key Skill Set
Infor CloudSuite FSM (Financials & Supply Management) - Is a Big Plus
Project Administrator Job Responsibilities

• Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies, including, but not limited to:
• Contractual elements provided on project initiation forms: contract value, budget level, scope of services, fee types, payment terms and proper authorization.
• Verify and/or edit project rate schedules and demographic data provided by Project Managers.
• Ensure appropriate mark-ups, tax components and invoice masks are in-line with contract provisions.
• Review employee expense reports in a timely manner to facilitate payment and processing. Understand the expense reporting process and perform required unit pricing data entry in addition to any necessary corrections.
• Understand the timesheet flow as it relates to labor, class codes and project billing.
• Within established deadlines, initiate billing cycle by generating and distributing prebill reports, facilitate edits per the Project Manager’s direction and finalize invoice with all required attachments and documentation. Submit invoices to corporate accounting for posting and to client as instructed by Project Manager.
• Track accounts receivable and accounts payable as needed for project processing.
• Assess project revenue by accurately identifying variances and making necessary budget changes; enter percent complete as instructed by Project Manager or designated employee; and complete all tasks in accordance with monthly accounting closing schedule.
• Generate established systems reports, as required.
• Assist with other office administrative functions as needed, such as filing, sorting mail, word processing, assisting with travel arrangements and office meeting set-ups.
  

Project Administrator Qualifications

• Associate’s degree with a major in accounting or finance. (required)
• At least 1 year of related project administration experience for a professional services firm, preferably in an engineering environment, or equivalent combination of education and experience. (required)
• Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements, correspondence, and memoranda; and ability to effectively write moderately complex correspondence and memoranda. (required)
• Knowledge of job costing, contract file administration and comprehension of project revenue. (required)
• Working knowledge of Microsoft Office and proficiency in Excel. (required)
• Prior experience with BST. (preferred)
• Accurate data entry, writing and editing skills. (required)
• Ability to work in a fast paced, detail and deadline-oriented environment and manage multiple projects simultaneously. (required)
• Ability to effectively present information to Project Managers, and other internal clients. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business errands. (required)