Project Administrator II

Geosyntec Consultants, Inc.; Pittsburgh (Allegheny County); Hybrid; USD 60,000 - 80,000; Full time

Job summary

Geosyntec Consultants, Inc. seeks a Project Administrator II to provide critical administrative and accounting support. The role collaborates with billing and accounting staff, clients, vendors, and subcontractors in a dynamic, multi-project environment.

A strong foundation in contracts, cost tracking, and Excel is essential, with hybrid work options possible at the company’s discretion. Primary duties include setting up project data, processing expenses and timesheets, managing billing cycles,

Qualifications

• Read and interpret contracts and project terms.
• Understand project revenue and cost tracking.
• Proficient with MS Office and Excel.
• Experience with BST, Deltek, Wind2 systems.
• Accurate data entry and writing/editing skills.
• Ability to manage multiple projects with deadlines.

Responsibilities

• Read and interpret contract provisions and set up project data in the accounting system.
• Review contract elements: value, budget, scope, payment terms, approvals.
• Verify and edit project rate schedules and demographic data.
• Ensure mark-ups, tax components and invoice masks align with contracts.
• Process employee expense reports and enter pricing data as needed.
• Assist with setting up new unit pricing in the system.
• Handle electronic timesheet administration and project billing.
• Initiate and manage billing cycles and prebill reports.
• Distribute project management reports to PMs.
• Track accounts receivable and payable for project processing.
• Monitor variances and update budgets; enter percent complete as directed.

Skills

Contract interpretation

Job costing

Data entry accuracy

Microsoft Office / Excel

Accounting systems

Communication with internal teams

Multi-project management

Education

High school diploma or equivalent; additional degrees

Tools

BST

Deltek

Wind2

Job description

Project Administrator II

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 II in our Blue Bell, PA office reporting to our Pittsburgh, PA office. The opportunity to work a hybrid work schedule may be available at the discretion of the company. This position provides administrative and accounting support to our growing practice areas, 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.

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.
• Work with accounting department to establish new unit pricing equipment codes, as necessary.
• 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.
• Distribute select project management reports to Project Managers.
• 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 six (6) years of experience of progressively responsible experience in project administration, preferably in a professional services firm, an associate degree and four (4) years of experience, or a bachelor's degree in accounting and finance and two (2) years of 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, Deltek, Wind2 accounting systems. (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)

Location

• Primary Location: US-PA-Blue Bell
• Additional Location: US-PA-Pittsburgh
• Remote: No

Job Details

• Category: Finance/Accounting
• Position Type: Regular Full-Time

Additional Info

• ID: 2026-4943