Senior Project Administrator
TinyURL
full-time
Posted on:
Location: 🇺🇸 United States
Visit company websiteJob Level
Senior
About the role
- Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies
- Verify and/or edit project rate schedules and demographic data provided by Project Managers
- 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
- 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 junior Project Administrators
- May supervise administrative or 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
- 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
Requirements
- 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)
- 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.
- Prior experience with BST, Deltek, Wind2 accounting systems. (preferred)
- 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.