Project Administrator (Deltek)

Aston Carter; United States; Hybrid; USD 69,000 - 83,000; Full time

Benefits offered by this job

Medical benefits

Hybrid schedule

Contract role

ERP migration project

Job summary

Aston Carter seeks a Project Administrator (Deltek) to support a busy project-based team in downtown Boston. The role focuses on project setup, contract review, billing, invoicing, and ongoing coordination with internal stakeholders in a hybrid schedule (three days onsite).

You will manage a high volume of invoices, oversee rate schedules and billing terms, generate prebill reports, and assist with ERP migration activities.

Qualifications

• Hands-on experience with Deltek, including project setup and project-based billing functionality.
• Experience in project administration, project billing, or a similar project-focused role.
• Experience generating invoices and managing billing activities from prebill through final invoice submission.
• Ability to read and interpret contracts and understand how contractual terms impact billing and project setup.
• Experience reviewing bill rates, budgets, contracts, project charges, and billing terms for accuracy and compliance.
• Strong attention to detail with the ability to identify discrepancies before they impact billing or financial reporting.
• Strong written and verbal communication skills for effective collaboration with project managers and internal stakeholders.
• Comfort working directly with and following up with multiple project managers in a fast-paced environment.
• Ability to manage competing priorities and deadlines while supporting a high volume of projects and invoices.
• Ability to take direction and work independently while proactively raising questions and issues when appropriate.
• Ability to work onsite in downtown Boston three days per week as part of a hybrid work schedule.

Responsibilities

• Provide day-to-day project administration, billing, and financial support for a large portfolio of projects and project managers.
• Read and interpret contract provisions and establish accurate project information within Deltek in accordance with contract terms and company policies.
• Review project initiation documentation and validate key contractual elements, including contract values, project budgets, scope of services, fee structures and billing types, payment terms, and required approvals and authorizations.
• Verify and update project rate schedules and demographic information provided by project managers to ensure accurate billing and reporting.
• Ensure appropriate markups, tax components, invoice formats, and other billing requirements align with contractual provisions and internal standards.
• Review bill rates, project charges, and budget information for accuracy and promptly identify and address potential discrepancies.
• Initiate the billing cycle by generating and distributing prebill reports within established deadlines.
• Work directly with project managers to review charges, obtain approvals, and make billing edits based on their direction.
• Finalize invoices with all required supporting documentation and attachments, ensuring completeness and accuracy.
• Generate a high volume of invoices, approximately 100 to 150 per cycle, while maintaining accuracy and meeting established deadlines.
• Submit finalized invoices to corporate accounting for posting and to clients in accordance with project manager instructions.
• Proactively follow up with project managers to resolve missing information, billing questions, discrepancies, or outstanding approvals.
• Track accounts receivable and accounts payable activity as needed to support project processing and financial oversight.
• Complete revenue reviews, project maintenance, billing activities, and other responsibilities in accordance with the monthly accounting close schedule.
• Prepare financial reports, cost analyses, and other management reports for project managers, internal managers, and company leadership.
• Assist with project and accounting data cleanup, validation, and preparation in support of an upcoming ERP migration.
• Provide additional accounts payable, accounts receivable, general ledger, and project accounting support as needed during and after the ERP migration.
• Collaborate closely with the existing Senior Project Administrator and other internal stakeholders to ensure projects, billing, and financial information remain accurate and on schedule.
• Manage competing priorities and deadlines in a high-volume environment while maintaining strong attention to detail and data integrity.

Skills

Project administration

Billing

Accounting

Contract interpretation

Communication

Attention to detail

Multiple project management

Independent work

Hybrid work coordination

Tools

Deltek

Job description

Job Title: Project Administrator (Deltek)

Job Description

The Project Administrator provides comprehensive project administration, billing, and accounting support to a busy, project-based team. This role focuses on project setup, contract review, billing and invoicing, project financial maintenance, and ongoing coordination with internal stakeholders. The position is based in downtown Boston and follows a hybrid schedule, with three days per week onsite. It is a 6+ month contract role with strong potential for extension, particularly in connection with an upcoming ERP migration.

Responsibilities

• Provide day-to-day project administration, billing, and financial support for a large portfolio of projects and project managers.
• Read and interpret contract provisions and establish accurate project information within Deltek in accordance with contract terms and company policies.
• Review project initiation documentation and validate key contractual elements, including contract values, project budgets, scope of services, fee structures and billing types, payment terms, and required approvals and authorizations.
• Verify and update project rate schedules and demographic information provided by project managers to ensure accurate billing and reporting.
• Ensure appropriate markups, tax components, invoice formats, and other billing requirements align with contractual provisions and internal standards.
• Review bill rates, project charges, and budget information for accuracy and promptly identify and address potential discrepancies.
• Initiate the billing cycle by generating and distributing prebill reports within established deadlines.
• Work directly with project managers to review charges, obtain approvals, and make billing edits based on their direction.
• Finalize invoices with all required supporting documentation and attachments, ensuring completeness and accuracy.
• Generate a high volume of invoices, approximately 100 to 150 per cycle, while maintaining accuracy and meeting established deadlines.
• Submit finalized invoices to corporate accounting for posting and to clients in accordance with project manager instructions.
• Proactively follow up with project managers to resolve missing information, billing questions, discrepancies, or outstanding approvals.
• Track accounts receivable and accounts payable activity as needed to support project processing and financial oversight.
• Complete revenue reviews, project maintenance, billing activities, and other responsibilities in accordance with the monthly accounting close schedule.
• Prepare financial reports, cost analyses, and other management reports for project managers, internal managers, and company leadership.
• Assist with project and accounting data cleanup, validation, and preparation in support of an upcoming ERP migration.
• Provide additional accounts payable, accounts receivable, general ledger, and project accounting support as needed during and after the ERP migration.
• Collaborate closely with the existing Senior Project Administrator and other internal stakeholders to ensure projects, billing, and financial information remain accurate and on schedule.
• Manage competing priorities and deadlines in a high-volume environment while maintaining strong attention to detail and data integrity.

Essential Skills

• Hands-on experience with Deltek, including project setup and project-based billing functionality.
• Previous experience in project administration, project billing, project accounting, or a similar project-focused role.
• Experience generating invoices and managing billing activities from prebill through final invoice submission.
• Ability to read and interpret contracts and understand how contractual terms impact billing and project setup.
• Experience reviewing bill rates, budgets, contracts, project charges, and billing terms for accuracy and compliance.
• Strong attention to detail with the ability to identify discrepancies before they impact billing or financial reporting.
• Strong written and verbal communication skills for effective collaboration with project managers and internal stakeholders.
• Comfort working directly with and following up with multiple project managers in a fast-paced environment.
• Ability to manage competing priorities and deadlines while supporting a high volume of projects and invoices.
• Ability to take direction and work independently while proactively raising questions and issues when appropriate.
• Ability to work onsite in downtown Boston three days per week as part of a hybrid work schedule.

Additional Skills & Qualifications

• Experience in Accounts Receivable and Accounts Payable processes.
• Exposure to general ledger accounting and month-end close activities.
• Experience performing revenue reviews and supporting monthly accounting close schedules.
• Background in creating financial reports or project cost analysis reports for management.
• Experience with ERP implementation, migration, or data cleanup related to financial and project systems.
• Experience supporting a high volume of projects, invoices, and project managers in a project-based environment.
• Prior work experience in professional services, engineering, architecture, consulting, or similar project-driven organizations.
• Proficiency with Microsoft Office tools, including Excel, Word, and Outlook, to support reporting and documentation.
• Strong organizational and coordination skills to manage documentation, approvals, and billing timelines.
• Self-sufficient and detail-oriented working style, with the ability to quickly step into an established project accounting environment and provide immediate support.

Work Environment

This role operates in a hybrid work environment based in downtown Boston, with three days per week onsite in an office setting and the remaining days worked remotely. The position supports a busy, project-based professional services environment that relies heavily on Deltek for project accounting and billing, as well as Microsoft Office for reporting, documentation, and communication. The work involves managing a high volume of projects and invoices, collaborating closely with project managers and corporate accounting, and participating in an upcoming ERP migration. The environment is deadline-driven, detail-oriented, and highly collaborative, with an emphasis on accuracy, timely billing, and smooth financial operations.

Job Type & Location

This is a Contract position based out of Boston, MA.

Pay and Benefits

The pay range for this position is $50.00 - $60.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your jobclassification and length of employment. Benefits are subject to change and may besubject to specific elections, plan, or program terms. If eligible, the benefitsavailable for this temporary role may include the following:Medical, dental & visionCritical Illness, Accident, and Hospital401(k) Retirement Plan Pre-tax and Roth post-tax contributions availableLife Insurance (Voluntary Life & AD&D for the employee and dependents)Short and long-term disabilityHealth Spending Account (HSA)Transportation benefitsEmployee Assistance ProgramTime Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Boston,MA.

Application Deadline

This position is anticipated to close on Oct 2, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.