Project Administrator – Billing & Finance

Responsibilities

• 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 client as instructed by Project Manager
• 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
• 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
• Review and submit employee expense reports in a timely manner to facilitate payment and processing
• Understand the expense reporting process and perform required unit pricing data entry in addition to any necessary corrections
• Track accounts receivable and accounts payable as needed for project processing
• Generate established systems reports, as required.
• Assist with local business errands as needed
• Drive personal, company, and rental vehicles to client or company project or office sites, and other business locations, as needed

• A High School diploma and 6 years (9+ 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 Infor, Deltek.
• 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.
• High School diploma