Project Billing & Administration Specialist

Geosyntec Consultants; Austin (TX); On-site; USD 45,000 - 65,000; Full time

Job summary

Geosyntec Consultants seeks a Project Administrator to support accounting and project setup across multiple North America offices. The role emphasizes accurate contract data, timely expense processing, and compliant billing workflows.

You will review contract terms, ensure proper markups and invoice masks, and coordinate with project managers to finalize billings. Strong data-entry, communication, and teamwork are essential in this client-facing, professional services environment.

Qualifications

• A high school diploma and four (4) years of experience in project administration and invoicing, preferably in a professional services firm, an associate degree and two (2) years of experience, or a bachelor's degree in accounting or finance or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position. (required)
• Experience with Microsoft Office and basic knowledge of data entry techniques. (required)
• Ability to read and comprehend moderately complex instructions, contracts and subcontract agreements, correspondence and memoranda . (required)
• Ability to effectively write moderately complex correspondence and memoranda. (required)
• Ability to effectively present information to Project Managers, and other internal clients. (required)
• Ability to interact professionally and maintain cooperative professional relationships with management and colleagues. (required)

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;
• 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;
• Generate established systems reports, as required ;
• Maintain all documentation in accordance with branch and corporate polices; and
• Perform related work as required .

Skills

Project administration

Invoicing

Microsoft Office

Data entry

Contracts

Correspondence

Presentation

Interpersonal skills

Education

High school diploma

Associate degree

Bachelor's degree in accounting or finance

Job description

Geosyntec Consultants seeks a Project Administrator to support accounting and project setup across multiple North America offices. The role emphasizes accurate contract data, timely expense processing, and compliant billing workflows.

You will review contract terms, ensure proper markups and invoice masks, and coordinate with project managers to finalize billings. Strong data-entry, communication, and teamwork are essential in this client-facing, professional services environment.