Project Administrator - Billing & Finance

Geosyntec Consultants; Chicago (IL); On-site; USD 64,640 - 109,315; Full time

Benefits offered by this job

Paid holidays

401(k)

Medical, dental, and vision insurance

Job summary

Geosyntec Consultants is looking for an Experienced Project Administrator—Billing & Accounting to work in Chicago, IL. This role involves providing administrative and accounting support, dealing with billing cycles, and interacting with clients and subcontractors.

The ideal candidate should have at least 6 years of experience in project administration and invoicing, be proficient in Microsoft Office, and have strong organizational skills. A comprehensive benefits package is offered.

Qualifications

• 6 years of experience in project administration and invoicing, preferably in a professional services firm.
• Ability to read and comprehend moderately complex instructions, contracts, and correspondence.
• Working knowledge of Microsoft Office and proficiency in Excel.

Responsibilities

• Initiate billing cycle by generating and distributing prebill reports.
• Read and interpret contract provisions for project set up.
• Assess project revenue by identifying variances and making necessary budget changes.

Skills

Project administration and invoicing

Data entry skills

Knowledge of job costing

Proficient in Microsoft Office and Excel

Ability to manage multiple projects

Education

High school diploma

Tools

Infor

Deltek

Job description

Overview

Do you want to build an impactful career to change the world for the better? Geosyntec has an exciting opportunity for an Experienced Project Administrator— Billing & Accounting in our Chicago, IL, Oak Brook, IL, Greenwood Village, CO, Seattle, WA office. This position provides administrative and accounting support to our growing North America West Region and interacts directly with Geosyntec 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.

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.

Essential Duties and Responsibilities

• 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 client as instructed by Project Manager.
• Contract: 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.
• Revenue: 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.
• 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.
• Track accounts receivable and accounts payable as needed for project processing.
• Generate established systems reports, as required.
• Assist with local business errands as needed.
• Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed.

Skills, Experience and Qualifications

• A high school diploma and 6 years (9+ preferred) of experience in project administration and invoicing, preferably in a professional services firm or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position. (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 memo. (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 Infor, Deltek. (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)

Compensation

• Minimum Salary: $67,720 /year / Maximum Salary: $114,520 /year (Seattle, WA)
• Minimum Salary: $64,640 /year / Maximum Salary: $109,315 /year (Greenwood Village, CO, Chicago, IL, Oak Brook, IL)

Benefits

We offer a comprehensive benefits package including paid holidays, vacation, sick, and personal paid time off, medical, dental, vision, life, and disability insurance, 401(k), and other benefits to eligible employees.