Senior Level Project Administrator

Overview

Do you want to build an impactful career to change the world for the better? Geosyntec has an exciting opportunity for a Senior Level Project Administrator in our Houston or The Woodlands, TX offices, or from any of our other Western region-based offices, with the potential to work a hybrid schedule or remotely from your home office at the discretion of the Company. This position provides accounting support to our Regional Operations teams 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:
• 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.
• 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.
• Assess project revenue by accurately identifying variances and making necessary budget changes; enter percent complete as instructed by Project Manager or designated employee; and complete all tasks 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 junior Project Administrators.
• May supervise administrative or support staff:
• Assist in recruiting and hiring support staff;
• Manage workflow, assignment and production of support staff;
• Evaluate performance of support staff;
• Develop and execute formal and informal training programs for support staff.
• Investigate and address problems related to project contracts, data discrepancies, and client billing issues.
• Track accounts receivable and accounts payable as needed for project processing.
• 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.
• Generate established systems reports, as required.
• Assist with other office administrative functions as needed, such as filing, sorting mail, word processing, assisting with travel arrangements and office meeting set-ups.

Skills, Experience and Qualifications

• This position requires a high school diploma and a minimum of nine (9) years of progressively responsible experience in project administration and invoicing, preferably 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 (preferred). (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)

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