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Project Administrator
2 months ago
Overview:
We are excited to share once again TranSystems has been recognized as a top 100 design firm by Engineering News-Record in 2024. TranSystems is committed to building strong relationships with our clients, partners, and communities, because we believe we can go farther together. We act with integrity, use resources wisely, and proactively enhance projects with new thinking for sustainable infrastructure solutions. Our team incorporates these core values every day: All-In Always - Passionate Problem Solvers - Driven to Serve.
Interested in joining our team? Great Were looking for top talent to grow with our firm.
What you'll be challenged to do:
TranSystems is searching for a Project Administrator to join the team. This person will work closely with project managers assisting with the day-to-day operations of accounts payable, accounts receivable, and project administration. The right candidate should have a clear understanding of the accounts payable process for projects, project billing, and filing of project documents. In order to be successful in this role, one must possess excellent communication skills, have strong problem-solving skills, and be very detail oriented. This position also requires strong math skills and ability to multi-task on a daily basis. This position is full-time on-site, located in Towson, MD.
Responsibilities May Include:
- Work closely and coordinate with project team members, clients, subconsultants, and vendors on all project related elements including but not limited to information management/sharing and invoicing/billing requirements, and accounts payable processes.
- Filing, copying and pulling invoice backup; interpreting timesheets, project reports, and project manager edits to system generated pre-bills. Manages the pre-bill, pre-post and invoicing process.
- Track Account Payable (AP) and champion compliance efforts.
- Set up projects in Transystem financial system and bill customers according to individual client requirements. Work closely with project managers to ensure accurate and timely billing.
- Examine accounts payable requests for completeness and accuracy including gaining proper authorizations and approvals.
- Prepare corporate paperwork and obtain necessary approvals for new vendors, subconsultants, and subcontractors. Prepare and obtain paperwork and follow corporate and local processes for vendor, subconsultant, and subcontractor changes.
- Prepare and provide documentation to internal teams.
- Utilize problem-solving skills to resolve accounts payable issues both internally and externally using internal systems, reports, and processes.
- Assist in treasury operations, quality and internal controls for Joint Venture partners and subconsultants.
- Track sub-consultants payments and verifies subs are being paid after TranSystems receives payment.
Qualifications:
What you bring to our firm:
- 10+ years experience in accounts payable, accounts receivable processes
- Proficiency in Microsoft Office suite, Teams, PowerPoint, Perceptive, Deltek Costpoint and Cognos reporting
- Previous experience in a project administrative and billing role
- Clear understanding of client invoicing requirements and ability to deliver the requirements to client
- Understanding of projects current bill status, project multiplier, billing type, and billing cadence.
- Understanding of a subconsultant fee, billing type, and billing format.
- Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members.
- Actively advocates for full inclusion in the workplace, fostering an environment that welcomes diversity and values equity for all employees, partners, clients, and the communities that TranSystems serves.
What wed prefer for you to bring to our firm:
- Associates degree or equivalent work experience in AP and AR
- Experience in operations at an engineering consulting firm
TranSystems is proud to be an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one which is subject to U.S. law).
As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.
Recruiters or staffing agencies: TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.
