Project Administrator

Overview

Inte Pros is currently looking for a Project Administrator III to join one of our growing environmental consulting clients in Chicago, IL. The Project Administrator III will provide administrative and accounting support to our growing West Region and interfaces directly with clients' billing and accounting staff, as well as with clients, vendors, and subcontractors, as needed. The selected candidate must be flexible, able to handle a variety of requests, adapt to changing workloads and priorities, and possess strong organizational skills.

Infor Cloud Suite FSM (Financials & Supply Management) experience is highly desirable.

• Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies.
• Capture contractual elements provided on project initiation forms: contract value, budget level, scope of services, fee types, payment terms, and proper authorization.
• 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.
• Within established deadlines, 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 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 the 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.
• Supervise administrative or support staff as needed, including assisting in recruiting and hiring, managing workflow, evaluating performance, and developing training programs.
• 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 perform required unit pricing data entry and corrections.
• Perform electronic timesheet administration procedures and manage 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, travel arrangements, and office meeting setups.
• Assist with local business errands as needed.

• This position requires a 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 with seven (7) years of experience, or a bachelor’s degree in accounting or finance with five (5) years of experience (preferred). (required)
• Ability to read and comprehend moderately complex instructions, contracts, subcontract agreements, correspondence, and memoranda; and ability to effectively write moderately complex correspondence and memoranda. (required)
• Knowledge of job costing, contract file administration, and comprehension of project revenue. (required)
• Working knowledge of Microsoft Office and proficiency in Excel. (required)
• Prior experience with BST, Deltek, Wind2 accounting systems. (preferred)
• Accurate data entry, writing, and editing skills. (required)
• Ability to work in a fast-paced, detail- and deadline-oriented environment and manage multiple projects simultaneously. (required)
• Ability to effectively present information to Project Managers and other internal clients. (required)
• Valid U.S. driver’s license and a satisfactory driving record for business errands. (required)