Project Administrator— Billing & Accounting
- Oak Brook, IL
- Permanent
- Full-time
- 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 client as instructed by Project Manager;
- Contract: 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.
- Revenue: 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; and
- Track accounts receivable and accounts payable as needed for project processing.
- Generate established systems reports, as required.
- Assist with local business errands as needed.
- 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. (required)
- 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. (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)
- Minimum: $25.57/hour / Maximum Salary: $42.03/hour (Chicago IL, Oak Brook, IL, Denver, CO)