Project Administrator III

Geosyntec Consultants, Inc.; Houston (TX); Remote; USD 65,000 - 90,000; Full time

Job summary

Geosyntec Consultants, Inc. seeks a Project Administrator III to support billing, accounting, and project data management in Houston, TX, with potential for remote work. You will interact with billing staff, clients, vendors, and subcontractors, ensuring accurate contract setup and timely invoicing.

The role requires strong organizational skills, experience in project administration, and proficiency in MS Office and Excel. Travel to client sites may be required on occasion.

Qualifications

• Ability to read and interpret contracts and translate them into project data.
• Strong Excel and MS Office proficiency; data entry accuracy.
• Experience with project or contract administration in a professional services firm.
• Knowledge of job costing, contract file administration, and project revenue.

Responsibilities

• Set up project information in accounting databases according to contract terms.
• Review expenses and prepare timesheets; ensure timely processing.
• Generate prebill reports and finalize client invoices with attachments.
• Track accounts receivable/payable and monitor variances.
• Advise project managers on financial aspects of contracts.
• Mentor junior project administrators and supervise staff as needed.

Skills

Project coordination

Organizational skills

Effective written communication

Time management

Ability to work under deadlines

Education

High school diploma

Associate degree in accounting/finance

Bachelor's degree in accounting/finance

Tools

BST software

Deltek

Wind2

Microsoft Office

Excel

Job description

Overview

Do you want to build an impactful career to change the world for the better?

Geosyntec Consultants, Inc. headquarter in Boca Raton, FL, has an exciting opportunity for a Project Administrator III to support our team in Houston, TX and across the U.S., the opportunity to work fully remote from your home-office may be available at the discretion of the company. This position provides administrative and accounting support 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.
• 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 a minimum of nine (9) years of progressively responsible experience in project or contract administration for a professional services firm, an associate degree and seven (7) years of experience, or a bachelor’s degree in accounting or finance and five (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, 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)
• Valid U.S. driver’s license and a satisfactory driving record for business errands. (required)