771415 - Project and Office Administrator

7 days ago

Sydney, Australia Geosyntec Consultants Full time

**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Project finance administration and support for ~20 Project Managers across Australia.
- Project setup - extract relevant contractual information from client contracts or proposals and set up accurate project information in the accounting database (BST), including, but not limited to:

- Accurately enter contract value, budget level, scope of services, fee types, payment terms and proper authorisation from project initiation forms.
- Verify and/or edit project rate schedules and other data provided by Project Managers.
- Ensure appropriate mark-ups and invoice templates are in line with contract provisions.
- Review employee expense reports in a timely manner to facilitate payment and processing.
- Assist in performing electronic timesheet administration procedures.
- Track accounts receivable and accounts payable as needed for project processing.
- Assess project revenue by accurately identifying variances and making necessary budget changes and transactional transfers; complete all tasks in accordance with monthly accounting closing schedule.
- Generate project reports, as required.
- Assist in accounts payable process using online supplier portal system - raising POs, processing invoices & project manager liaison.
- Oversee project/ proposal numbering system for administrative staffing needs and scheduling.
- Maintenance of project and staff lists.
- Assist with other office administrative functions as needed, such as sorting incoming mail and supplies, organising couriers, word processing, office supply purchasing, assisting with travel arrangements and office meetings; liaison with overseas support teams including finance & I.T.
- Assist with local business errands as needed.

**EDUCATION AND LICENSURE**
- Degree or diploma in accounting, business or finance. (desirable)

**SKILLS, EXPERIENCE AND QUALIFICATIONS**
- At least 1 year of related project administration experience for a professional services firm, preferably in an engineering environment, or equivalent combination of education and experience. (required)
- Ability to read and comprehend moderately complex instructions, ability to extract information from contracts and subcontract agreements, correspondence and memoranda; and ability to effectively write moderately complex correspondence and memoranda effectively. (required)
- Demonstrated knowledge of project lifecycle, project costing, contract file administration and comprehension of project performance including revenue and profit. (required)
- Working knowledge of Microsoft Office and intermediate to advanced proficiency in Excel. (required)
- Prior experience with BST, Deltek, Unit 4 or similar 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)

**CULTURE/EEO STATEMENT

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