Project Administrator III

Geosyntec Consultants, Inc.; Boca Raton (FL); Hybrid; USD 70,000 - 95,000; Full time

Job summary

Geosyntec Consultants, Inc. seeks a Project Administrator III in Boca Raton, FL. The role delivers administrative and accounting support for site investigation, remediation and environmental management practices, interfacing with billing staff, clients, vendors, and subcontractors.

Responsibilities include contract setup, billing, expense review, and revenue analysis, while mentoring junior staff and maintaining strict compliance with policies.

Qualifications

• High school diploma with 9+ years of relevant experience
• Associate degree with 7+ years of experience
• Bachelor’s degree in accounting or finance with 5+ years of experience

Responsibilities

• Read and interpret contracts and set up project data in the accounting system.
• Review contract elements including value, budget, scope, fee types and payment terms.
• Verify project rate schedules and demographic data; ensure markups and taxes align with contracts.
• Review and submit employee expense reports to facilitate payment.
• Assist in billing: generate prebill reports, edits, and final invoices with attachments.
• Mentor and train junior Project Administrators; supervise staff as needed.

Skills

Microsoft Office

Excel

Writing

Contract comprehension

Attention to detail

Presentation skills

Education

Bachelor’s degree in accounting or finance

Associate degree

High school diploma

Tools

BST

Infor

Deltek

Wind2

Job description

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 III in our Boca Raton, FL office. This position provides administrative and accounting support to our growing site investigation and remediation and environmental management 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 to ensure timesheets are accurately completed in a timely manner. 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, understand reason for variances and make necessary budget or percent complete changes as instructed by project manager or designated employee;
• Understand earned value and relationship to project revenue;
• Complete all tasks, including revenue review and project maintenance, in accordance with monthly accounting closing schedule;
• Advises Project Managers on financial aspects of contracts, factors to be negotiated with clients and assist with client cost proposals;
• Adjust annual overhead multipliers on governmental or Cost Plus Fixed Fee projects;
• Prepare financial, cost analysis or additional management reports for Project Managers, other managers, or Principals;
• Mentor and train less experienced Project Administrators.
• May supervise administrative or support staff:
• Assist in recruiting and hiring support staff;
• Manage work flow, assignment and production of support staff;
• Evaluate performance of support staff;
• Develop and execute formal and informal training programs for support staff.
• Distribute select project management reports to Project Managers;
• Maintain all documentation in accordance with branch and corporate policies; and
• Perform related work as required.

Skills, Experience and Qualifications

• A high school diploma and a minimum of 9 years of progressively responsible experience in project or contract administration for a professional services firm, an associate degree and 7 years of experience, or a bachelor’s degree in accounting or finance and 5 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, Infor, Deltek, Wind2 accounting systems. (desirable)
• 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)

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