Project Coordinator

6 days ago

Indianapolis, Indiana, United States Geosyntec Consultants Full time
Project Administrator Job Description

Geosyntec Consultants is seeking a highly organized and detail-oriented Project Administrator to join our team. As a Project Administrator, you will provide administrative and accounting support to our growing Central Region, interacting directly with Geosyntec billing and accounting staff, as well as with clients, vendors, and subcontractors.

Key Responsibilities:
  • 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.
  • Ensure appropriate mark-ups, tax components, and invoice masks are in-line with contract provisions.
  • 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.
  • 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.
  • Track accounts receivable and accounts payable as needed for project processing.
  • 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.
  • 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.
  • Assist with local business errands as needed.
Requirements:
  • A High School diploma and four (4) years (6+ preferred) of experience in project administration and invoicing, preferably in a professional services firm or any equivalent combination of experience and training that provides the knowledge, skills, and abilities to perform the responsibilities of the position.
  • 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.
  • 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.
  • Valid U.S. driver's license and a satisfactory driving record for business errands.

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