Project Administrator III

Geosyntec Consultants, Inc.•Boca Raton, FL

5d•Hybrid

About The Position

Geosyntec Consultants, Inc. is seeking a Project Administrator III to provide administrative and accounting support to their team in Houston, TX, and across the U.S. A fully remote work option may be available. This role involves direct interaction with internal billing and accounting staff, as well as external clients, vendors, and subcontractors. The ideal candidate will be flexible, adaptable to changing workloads and priorities, and possess strong organizational skills. Geosyntec is an international engineering and consulting firm focused on environmental, natural resources, and civil infrastructure projects, known for its technical leadership and client service. The company emphasizes investing in its employees through competitive pay, benefits, and well-being programs.

Requirements

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.
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.
Knowledge of job costing, contract file administration and comprehension of project revenue.
Working knowledge of Microsoft Office and proficiency in Excel.
Accurate data entry, writing and editing skills.
Ability to work in a fast paced, detail and deadline-oriented environment and manage multiple projects simultaneously.
Ability to effectively present information to Project Managers, and other internal clients.
Valid U.S. driver’s license and a satisfactory driving record for business errands.

Nice To Haves

Prior experience with BST, Deltek, Wind2 accounting systems.

Responsibilities

Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies.
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.
Advise 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, including assisting in recruiting and hiring, managing work flow, assignment and production, evaluating performance, and developing and executing training programs.
Distribute select project management reports to Project Managers.
Maintain all documentation in accordance with branch and corporate policies.
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.