Project Administrator III

Geosyntec Consultants; Boca Raton (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

Geosyntec Consultants in Boca Raton, FL is seeking a Project Administrator III to provide administrative and accounting support across site investigations and environmental management. You will interface with billing, accounting staff, clients, vendors, and subcontractors, managing contract data, timesheets and invoicing with accuracy and timeliness.

The role requires strong organizational skills, attention to detail, and the ability to handle changing workloads while mentoring junior staff and

Qualifications

• A high school diploma and 9+ years of project or contract administration experience, or an associate degree with 7+ years, or a bachelor’s in accounting/finance with 5+ years.
• Ability to read and comprehend moderately complex documents and write professional correspondence.
• Knowledge of job costing, contract file administration and project revenue.
• Proficiency in Microsoft Office and Excel.
• Experience with BST, Infor, Deltek, Wind2 is desirable.
• Accurate data entry and meticulous attention to detail.
• Ability to manage multiple projects in a fast-paced, deadline-driven environment.
• Strong presentation skills to Project Managers and internal clients.

Responsibilities

• Read and interpret contract provisions and set up project information in the accounting database.
• Review and edit contract elements, rate schedules and demographic data.
• Ensure appropriate mark-ups, tax components and invoice masks align with contracts.
• Submit employee expense reports and manage unit pricing data entry.
• Initiate billing with prebill reports and finalize invoices with attachments.
• Track accounts payable/receivable for project processing.
• Mentor and train less experienced Project Administrators.
• May supervise administrative or support staff and assist in recruiting.

Skills

Contract administration

Project budgeting

Communication

Data entry

Multi-project management

Presentation to managers

Mentor/train staff

Education

High school diploma

Associate degree

Bachelor’s degree in accounting or finance

Tools

Microsoft Office

Excel

BST

Infor

Deltek

Wind2

Job description

Project Administrator III

Primary Location: US-FL-Boca Raton

ID: 2026-4824

Category: Administration

Position Type: Regular Full-Time

Remote: No

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)

#LI-EP1

#LI-Onsite

#LI-Hybrid