Project Administrator (Austin, TX)

IntePros; Austin (TX); On-site; USD 55,000 - 70,000; Full time

Job summary

IntePros in Austin, TX is seeking a Project Administrator to provide administrative and accounting support to our site investigation and remediation practice. The role involves handling client billing, coordinating with accounting staff, and liaising with clients, vendors, and subcontractors.

Flexibility and exceptional organizational skills are essential to manage changing priorities. The successful candidate will work with project managers to ensure accurate contract data, proper invoicing,

Qualifications

• Associate’s degree in accounting or finance (required).
• At least 1 year of related project administration experience for a professional services firm (required).
• Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements; write moderately complex correspondence (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 internal clients (required).
• Valid U.S. driver’s license and a satisfactory driving record for business errands (required).

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: 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; perform required unit pricing data entry and 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 identifying variances and making budget changes; enter percent complete as instructed; complete tasks in monthly closing schedule.
• Assist with other office administrative functions such as filing, sorting mail, word processing, travel arrangements and office meeting setups.

Skills

Strong organizational skills

Ability to manage multiple projects

Excellent written and verbal comms

Education

Associate’s degree in accounting or finance

Tools

Infor CloudSuite FSM

Microsoft Office

Excel

BST

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. The selected candidate must be flexible and able to deal with a variety of requests, adapt to changing workloads and priorities and possess extremely strong organizational skills.

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.
• 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)