Project Administrator

Geosyntec Consultants; Pittsburgh (Allegheny County); On-site; USD 42,000 - 64,000; Full time

Job summary

Geosyntec Consultants seeks a Project Administrator to support accounting and billing across multiple regional offices. You will read contracts, set up project data, prepare invoices, and manage expense reports.

The role requires strong data entry, MS Office proficiency, and excellent communication with project managers and staff. Collaborative, detail-oriented professionals are encouraged to apply.

Qualifications

• A high school diploma and four (4) years of experience in project administration and invoicing.
• Experience with Microsoft Office and basic knowledge of data entry techniques.
• Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements.
• Ability to effectively write moderately complex correspondence and memoranda.
• Ability to effectively present information to Project Managers and other internal clients.
• Ability to interact professionally and maintain cooperative professional relationships with management and colleagues.

Responsibilities

• Read and interpret contracts and set up project data in the accounting system.
• Review contract elements such as value, budget, scope, fee types, payment terms and authorization.
• Verify and edit project rate schedules and demographic data.
• Ensure appropriate markups, tax components and invoice formats align with contracts.
• Review and submit employee expense reports in a timely manner.
• Perform electronic timesheet administration and relate to labor and 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 variances and adjust budgets accordingly.
• Maintain documentation according to policies and perform related work.

Skills

Data entry

Contract reading

Written communication

Presentation skills

Interpersonal skills

Education

High school diploma + 4 years experience or 2-year/4-year degree in accounting/finance

Tools

Microsoft Office

Job description

Project Administrator

ID: 2026-4437

Primary Location: US-GA-Kennesaw

Category: Administration

Position Type: Regular Full-Time

Remote: No

Additional Locations

• US-FL-Boca Raton
• US-FL-Orlando
• US-GA-Atlanta
• US-VA-Richmond
• US-PA-Pittsburgh
• US-NC-Raleigh
• US-SC-Charleston
• US-TN-Knoxville

Overview

Do you want to build an impactful career to change the world for the better? Geosyntec has an exciting opportunity for a Project Administrator in our Kennesaw, GA, Atlanta, GA, Boca Raton, FL, Orlando, FL, Richmond, VA, Pittsburgh, PA, Raleigh, NC, Charleston, SC, Knoxville, TN office or any of our other offices within the North East region. This person will be responsible for performing various specialized accounting functions and ensuring that procedures and practices are followed in accordance with company policy and contractual obligations.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

Essential Duties and 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:

• Review 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 and submit 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;
• Perform electronic timesheet administration procedures and 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. Complete all tasks in accordance with monthly accounting closing schedule;
• Generate established systems reports, as required;
• Maintain all documentation in accordance with branch and corporate polices; and
• Perform related work as required.

Skills, Experience and Qualifications

• A high school diploma and four (4) years of experience in project administration and invoicing, preferably in a professional services firm, an associate degree and two (2) years of experience, or a bachelor's degree in accounting or finance or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position. (required)
• Experience with Microsoft Office and basic knowledge of data entry techniques. (required)
• Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements, correspondence and memoranda. (required)
• Ability to effectively write moderately complex correspondence and memoranda. (required)
• Ability to effectively present information to Project Managers, and other internal clients. (required)
• Ability to interact professionally and maintain cooperative professional relationships with management and colleagues. (required)