Project Administrator

Aston Carter•Boston, MA

1d•$50 - $60•Hybrid

About The Position

The Senior Project Administrator provides comprehensive project administration, billing, and accounting support to a busy, project-based team. This role focuses on project setup, contract review, billing and invoicing, project financial maintenance, and ongoing coordination with internal stakeholders. The position is based in downtown Boston and follows a hybrid schedule, with three days per week onsite. It is a 6+ month contract role with strong potential for extension, particularly in connection with an upcoming ERP migration.

Requirements

Hands-on experience with Deltek, including project setup and project-based billing functionality.
Previous experience in project administration, project billing, project accounting, or a similar project-focused role.
Experience generating invoices and managing billing activities from prebill through final invoice submission.
Ability to read and interpret contracts and understand how contractual terms impact billing and project setup.
Experience reviewing bill rates, budgets, contracts, project charges, and billing terms for accuracy and compliance.
Strong attention to detail with the ability to identify discrepancies before they impact billing or financial reporting.
Strong written and verbal communication skills for effective collaboration with project managers and internal stakeholders.
Comfort working directly with and following up with multiple project managers in a fast-paced environment.
Ability to manage competing priorities and deadlines while supporting a high volume of projects and invoices.
Ability to take direction and work independently while proactively raising questions and issues when appropriate.
Ability to work onsite in downtown Boston three days per week as part of a hybrid work schedule.

Nice To Haves

Experience in Accounts Receivable and Accounts Payable processes.
Exposure to general ledger accounting and month-end close activities.
Experience performing revenue reviews and supporting monthly accounting close schedules.
Background in creating financial reports or project cost analysis reports for management.
Experience with ERP implementation, migration, or data cleanup related to financial and project systems.
Experience supporting a high volume of projects, invoices, and project managers in a project-based environment.
Prior work experience in professional services, engineering, architecture, consulting, or similar project-driven organizations.
Proficiency with Microsoft Office tools, including Excel, Word, and Outlook, to support reporting and documentation.
Strong organizational and coordination skills to manage documentation, approvals, and billing timelines.
Self-sufficient and detail-oriented working style, with the ability to quickly step into an established project accounting environment and provide immediate support.

Responsibilities

Provide day-to-day project administration, billing, and financial support for a large portfolio of projects and project managers.
Read and interpret contract provisions and establish accurate project information within Deltek in accordance with contract terms and company policies.
Review project initiation documentation and validate key contractual elements, including contract values, project budgets, scope of services, fee structures and billing types, payment terms, and required approvals and authorizations.
Verify and update project rate schedules and demographic information provided by project managers to ensure accurate billing and reporting.
Ensure appropriate markups, tax components, invoice formats, and other billing requirements align with contractual provisions and internal standards.
Review bill rates, project charges, and budget information for accuracy and promptly identify and address potential discrepancies.
Initiate the billing cycle by generating and distributing prebill reports within established deadlines.
Work directly with project managers to review charges, obtain approvals, and make billing edits based on their direction.
Finalize invoices with all required supporting documentation and attachments, ensuring completeness and accuracy.
Generate a high volume of invoices, approximately 100 to 150 per cycle, while maintaining accuracy and meeting established deadlines.
Submit finalized invoices to corporate accounting for posting and to clients in accordance with project manager instructions.
Proactively follow up with project managers to resolve missing information, billing questions, discrepancies, or outstanding approvals.
Track accounts receivable and accounts payable activity as needed to support project processing and financial oversight.
Complete revenue reviews, project maintenance, billing activities, and other responsibilities in accordance with the monthly accounting close schedule.
Prepare financial reports, cost analyses, and other management reports for project managers, internal managers, and company leadership.
Assist with project and accounting data cleanup, validation, and preparation in support of an upcoming ERP migration.
Provide additional accounts payable, accounts receivable, general ledger, and project accounting support as needed during and after the ERP migration.
Collaborate closely with the existing Senior Project Administrator and other internal stakeholders to ensure projects, billing, and financial information remain accurate and on schedule.
Manage competing priorities and deadlines in a high-volume environment while maintaining strong attention to detail and data integrity.