TinyURL

Senior Project Administrator

TinyURL

full-time

Posted on:

Origin:  • 🇺🇸 United States

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Job 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.