Project Administrator

Do you want to build an impactful career to change the world for the better?

Looking for a place to advance your career? A place where you can support industry recognized professionals who are solving tough environmental problems? Geosyntec is the place for you! We have an opportunity available for a full-time Project Administrator in our Guelph, Ontario office. This position provides administrative and accounting support to our growing site investigation and remediation and environmental management practice areas, and interacts directly with Geosyntec billing and accounting staff, as well as with clients, vendors, and subcontractors, as needed. The selected candidate must be flexible and able to deal with a variety of requests, adapt to changing workloads and priorities and possess extremely strong organizational skills.

Geosyntec is an innovative, international engineering and consulting firm serving private and public-sector clients to address new ventures and complex problems involving our environment, natural resources, and civil infrastructure. Our engineers, scientists, technical and project employees serve our clients from offices across the world. Ranked by ENR as one of the top environmental engineering design firms, Geosyntec is internationally known for its technical leadership, broad experience, and exceptional client service.

We invest in our people. Each employee is unique, and your career at Geosyntec will be too. We offer competitive pay and benefits, and well-being programs to support you and your family.

To Learn More Visit: http://www.geosyntec.com/careers/.

• Read and interpret contract provisions and set up accurate project information in the accounting database in accordance with contract terms and Company policies, including, but not limited to:
  • 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.
• 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.
• Perform electronic timesheet administration procedures and understand the timesheet flow as it relates to labor, class codes and project billing.
• 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.
• 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.
• Maintain all documentation in accordance with branch and corporate polices; and
• Perform related work as required.
• Assist with local business errands as needed.

• This position requires a high school diploma and four (4) years of experience in project administration and invoicing, preferably in a professional services firm, an associate degree and two (2) years of experience, or a bachelor’s degree in accounting or finance or any equivalent combination of experience and training that provides the knowledge, skills and abilities to perform the responsibilities of the position.
• Experience with Microsoft Office and basic knowledge of data entry techniques (required)
• Work schedule is in-office Monday to Friday from 8:00-5:00 or 9-6:00 with some flexibility.
• Must have excellent organization skills, have superior attention to detail capabilities, able to prioritize and multi-task, show initiative and resourcefulness to get things done.
• Ability to learn and adapt to new softwares and systems.
• Strong communication skills.
• Ability to review and identify common project and financial issues.
• Ability to read and comprehend moderately complex contracts and subcontract agreements, correspondence, and memoranda.
• While performing the duties of the position, the employee is regularly required to use hands to finger, handle or feel; talk and hear; stoop or kneel. The employee is frequently required to sit and stand.  Specific vision abilities for the position include near and far vision. (required)

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