Project Administrator III

Geosyntec Consultants, Inc.•Minneapolis, MN

3d•Onsite

About The Position

Geosyntec is hiring a Project Administrator III for its Woodlands, Texas or Minneapolis, Minnesota office. The position provides administrative and accounting support to the site investigation and remediation and environmental management practice areas, working with billing and accounting staff and interacting with clients, vendors, and subcontractors. The administrator must be flexible, organized, and able to adapt to changing workloads and priorities. The role supports project and contract administration, project accounting, expense and timesheet processing, invoicing, revenue assessment, and financial reporting. It also advises Project Managers on financial aspects of contracts and proposals, mentors less experienced Project Administrators, and may supervise administrative or support staff. The employee may drive personal, company, or rental vehicles to project or office sites and other business locations as needed.

Requirements

High school diploma and at least 9 years of progressively responsible project or contract administration experience at a professional services firm; alternatively, an associate degree and 7 years of experience, or a bachelor's degree in accounting or finance and 5 years of experience.
Ability to read and comprehend moderately complex instructions, contracts, subcontract agreements, correspondence, and memoranda, and to write moderately complex correspondence and memoranda effectively.
Knowledge of job costing, contract file administration, and 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 present information effectively to Project Managers and other internal clients.
Valid U.S. driver's license and satisfactory driving record for business errands.

Nice To Haves

Prior experience with BST, Deltek, or Wind2 accounting systems.

Responsibilities

Read and interpret contract provisions and establish accurate project information in the accounting database in accordance with contract terms and company policies.
Review project initiation information, including contract value, budget level, scope of services, fee types, payment terms, and authorization.
Verify or edit project rate schedules and demographic data supplied by Project Managers.
Ensure mark-ups, tax components, and invoice masks comply with contract provisions.
Review and submit employee expense reports promptly, perform required unit pricing data entry, and make necessary corrections.
Work with accounting to establish new unit pricing equipment codes as needed.
Administer electronic timesheets to ensure they are complete and accurate on time, including understanding labor, class codes, and project billing workflows.
Initiate billing cycles, generate and distribute prebill reports, facilitate edits as directed by Project Managers, finalize invoices with required attachments and documentation, and submit invoices to corporate accounting and clients as instructed.
Track accounts receivable and accounts payable as needed for project processing.
Assess project revenue, identify and investigate variances, and make budget or percent-complete changes as instructed by a Project Manager or designated employee.
Complete revenue review and project maintenance according to the monthly accounting closing schedule.
Advise Project Managers on contract financial matters and factors to negotiate with clients, and assist with client cost proposals.
Adjust annual overhead multipliers on governmental or Cost Plus Fixed Fee projects.
Prepare financial, cost analysis, and other management reports for Project Managers, other managers, or Principals.
Mentor and train less experienced Project Administrators.
May assist with recruiting and hiring support staff, manage their workflow and assignments, evaluate their performance, and develop and deliver training programs.
Distribute selected project management reports to Project Managers.
Maintain documentation in accordance with branch and corporate policies.
Drive personal, company, or rental vehicles to client or company project or office sites and other business locations as needed.
Perform related work as required.