Project Administrator

Davita Inc.; Springfield (IL); On-site; USD 60,000 - 80,000; Full time

Job summary

A leading project management firm seeks a Project Administrator to oversee project administration tasks including planning, budgeting, and interfacing with accounting and stakeholders. The ideal candidate will possess strong communication and critical thinking skills, with relevant experience ranging from 6 to 10 years.

Benefits

Competitive compensation

Performance bonuses

401(k) with matching contribution

Employee Stock Ownership Plan

Comprehensive health & well-being plans

Financial wellness plans

Work-life balance programs

Monthly educational webinars

Leadership training

Mentorship opportunities

Qualifications

• Proficiency in MS Office Suite is essential.
• Experience with project-related accounting is required.
• Ability to learn Project software.

Responsibilities

• Assist with project planning and startup activities.
• Monitor invoicing and budget changes.
• Conduct forensic reviews of project financial reports.

Skills

Proficiency in MS Office Suite

Ability to use enterprise software

Critical thinking

Communication skills

Time management

Education

High school diploma and 10 years of experience

2-year degree and 8 years of experience

4-year degree and 6 years of experience

Bachelor's degree in business, accounting, or project management

PMI's CAPM or PMP certification

Tools

Microsoft Dynamics 365

AEC360 Sales and Finance & Operations

Job description

Project Administrator

This position will be responsible for the day-to-day administration of projects on behalf of assigned Project Managers. Areas of responsibility will include assisting with project planning and start up, project execution and monitoring, and project close out. This position will complete and coordinate project administration activities while informing project managers of project status and engaging them in critical project life-cycle functions. This position will also interface with the accounting department on behalf of the project managers and their projects as well as market operations leads and market principals regarding market level reporting functions. This position may additionally provide internal project controls including preparing project schedules, earned value analysis, analyzing project financial reports and other data, and assuming certain other project-specific functions as delegated by the project manager. Works independently within established procedures.

This position is preferably in our Springfield, Illinois office, but we would also consider St. Louis, Mo, Indianapolis, IN, Peoria, IL, or Lisle, Il office location for the ideal candidate.

Essential Responsibilities:

• Assist with project planning and startup, including generating project numbers, preparing startup forms, and inputting data into accounting software.
• Obtain project manager input and draft Hanson and subcontractor agreements, and coordinate with Hanson's in-house legal team.
• Create the initial Work Breakdown Structure (WBS) and project management plan, which the project manager will review and finalize.
• Obtain and track Certificates of Insurance (COIs) for Hanson and its subcontractors, ensuring compliance with company policies.
• Assist with project case history write ups and update them at milestones.
• Monitor unbilled revenue, review draft invoices or prepare custom invoices or invoice backup materials with project manager input, and follow up on outstanding invoices.
• Verify subcontractor invoices for proper charge codes and contract compliance.
• Update project management software, WBS, and reports as needed.
• Ensure compliance with records management.
• Administer project execution data in market/client-specific systems when required.
• Track budget and schedule variances and report earned value and schedule status to project managers.
• Coordinate invoicing, budget changes, and revenue recognition adjustments with accounting staff.

• Conduct "forensic" reviews of project financial reports and accounting system data to identify and resolve discrepancies on behalf of project managers.

• Project closeout activities, including accounting functions and project case history completion.

Qualifications

Technical Skills:

• Proficiency in MS Office Suite (Word, Excel, PowerPoint). Ability to learn Project.

• Ability to use enterprise software (Microsoft Dynamics 365/aec360 Sales and Finance & Operations and associated Microsoft BI reporting system).
• Ability to learn and interpret project financial and accounting related reports; aptitude for data review and troubleshooting.
• Ability to review and correlate data from multiple sources to complete the startup form accurately; able to interpret contract requirements.

Education/Experience:

• High school diploma and 10 years of total experience, a 2-year degree and 8 years total experience, or a 4-year degree and 6 years of total experience. Lesser position relevant experience will be given additional consideration.
• Bachelor's degree in business, accounting, or project management is a plus.
• Demonstrated success in business management, report review, and technology adaptation is crucial for this role.
• Knowledge of project-related accounting/bookkeeping is required. An accounting degree is not required.
• Experience with project controls (scheduling, forecasting, progress reporting, earned value analysis) is a plus.
• PMI's CAPM or PMP certification is a plus.

Soft Skills:

• Your strong communication skills will be essential in conveying project requirements and performance to stakeholders, including senior executives.
• The ability to build relationships with internal and external clients is vital.
• Effective time management and adherence to internal accounting processes are necessary.
• You should be self-motivated, capable of handling multiple tasks, and detail-oriented, with excellent organizational skills.
• Critical thinking and problem-solving skills will help you overcome challenges.

Once trained, you will coach newly hired project managers on Microsoft Dynamics 365/aec360 Sales and Finance & Operations systems and assist them in navigating Hanson's policies, ensuring project success. Your flexibility and willingness to take on new assignments will be key to achieving our collective goals. Join us to create outstanding results together!

The salary range for this position is: $22.60 - $31.25 per hour

Benefits

Our focus on people means we offer a generous benefits program to help you create a solid foundation for health and security throughout your career, including:

• Competitive compensation
• Performance bonuses
• 401(k) with matching contribution
• Employee Stock Ownership Plan
• Comprehensive health & well-being plans
• Financial wellness plans
• Work-life balance programs

Want to know more? Visitour benefits pagefor all the details.

Culture

We understand that selecting a job is about more than the day-to-day tasks. It's important to feel like you belong and safe to grow and progress along your career path. You'll find that at Hanson. We have an inclusive, diverse workforce awaiting to connect with you and numerous opportunities to cultivate your career, including:

• Monthly educational webinars
• Leadership training
• Lunch & learn development sessions
• 24/7 access to thousands of skill-building courses
• Mentorship opportunities
• Award-winning internship program
• Employee recognition
• And so much more!

AN EQUAL OPPORTUNITY EEO - EMPLOYER

We do not accept unsolicited resumesfrom recruiters or agencies/staffing firms.Resumesare only accepted from recruiters and agency/staffing firms if a signed agreement is in place at the inception of the recruiting effort and authorized for a specified position.