Project Administrator

Job Description

Project Administrator

IntePros is seeking a detail-oriented Project Administrator to support a leading organization in the environmental engineering industry. This role provides critical administrative and accounting support across site investigation, remediation, and environmental management project areas. The ideal candidate is highly organized, adaptable, and comfortable interacting with internal teams, clients, vendors, and subcontractors. This position requires strong attention to detail, excellent communication skills, and the ability to manage shifting priorities.

Key Responsibilities

• Set up and maintain accurate project information in the accounting database by interpreting contract provisions in alignment with contract terms and company policies.
• Capture key contractual elements such as contract value, budget levels, scope of services, fee types, payment terms, and authorization requirements.
• Verify and update project rate schedules and demographic data provided by Project Managers.
• Ensure all billing components—including mark-ups, tax requirements, and invoice templates—comply with contract terms.
• Review employee expense reports promptly and perform necessary pricing entries or corrections.
• Understand timesheet workflows, including labor classifications, class codes, and billing implications.
• Manage the billing cycle : generate prebills, route edits per Project Manager guidance, finalize invoices with required backup, and submit for posting and client delivery.
• Monitor accounts receivable and accounts payable related to project activity.
• Support project revenue management by tracking variances, adjusting budgets, entering percent-complete data, and completing tasks required for monthly accounting close.
• Run standard and ad-hoc system reports as needed.
• Provide general office administrative support, including filing, mail sorting, word processing, travel coordination, and meeting setup.

Qualifications