Project Administration Support

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

Geosyntec has an exciting opportunity for a Project Administration Support I for our Houston, TX or The Woodland, TX office. This position will be responsible for performing administrative responsibilities related to project management and the office staff including, but not limited to, duties related to recording project labor charges from timesheets, coding and data entry of expense report information, photocopying and assembly of backup documentation for client invoices, and maintenance and filing of project accounting data files. Responsible for providing additional general office administrative support.

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/.

Project Administration Support:

Set up and maintain branch contract and invoice files.
• Review expense reports for accuracy and appropriateness of coding, supporting documentation, and approval requirements in accordance with Company policy.
• Expense reports responsibilities:
  • Code and record expense reports of all projects owned by the respective branch
  • Research and follow-up on any errors and omissions from expense reports.
• Perform Electronic timesheet administration procedures and data entry of unit pricing transactions to be added to client billings.
• Photocopy expense reports, and other supporting documentation for inclusion with invoices as required under the terms of contracts.
• Generate prebilling reports for distribution to Project Managers for review.
• Correlate and cross reference supporting documentation, such as expense receipts, that must accompany client invoices.
• Attach to draft invoices; and provide to Project Manager for final review and approval.
• Distribute accounts receivable aging reports, project effort reports, and project revenue calculations with Project Managers.
• Perform related project administration support duties as required.

Administrative Assistant:

• Schedule and organize complex activities such as travel, client meetings, staff meetings, conferences, interviews and teleconferences, department and/or branch activities.
• Maintain appointment schedules, calendar and travel itinerary of professional staff.
• Organize and prioritize large volumes of information and calls.
  - Sort and distribute mail. Draft written responses or reply by phone or e-mail when necessary. Respond to regularly occurring requests for information.
  - Field/answer routine and non-routine questions. Work in cooperation with other assistants to cover phones.
• Interact directly and act as a liaison with other departments, outside agencies, clients and staff, under the direction of managers, professional staff and other senior management.
• Maintain a calendar system regarding work in progress and inform professional staff of due dates.
• Assemble and coordinate the production of reports, technical papers, forms and summaries and other documents of varying complexity and confidentiality prepared by, or under the supervision of the Office Manager, professional staff or Branch Manager.
• Compose material and information and type and design general correspondence, memos, charts, tables, graphs, business plans, reports and documents relating to client, project, and professional matters. Proofread copy for spelling, grammar and layout making appropriate changes. Responsible for accuracy and clarity of final copy. Sign correspondence as required.
• Perform related administrative duties as required.

• High School Diploma or General Education Degree (GED). (Required)

• Up to 2 years of experience in accounting and knowledge of project file administration and invoicing procedures. (Preferred)
• Windows proficiency including, MS Professional (Word, Excel, and PowerPoint), Adobe Acrobat, and typing ability. (Required)
• Ability to read and comprehend complex instructions, short correspondence and memos. (Required)
• Ability to write simple correspondence and memos. (Required)
• Ability to effectively present information in one-on-one and small group situations to internal clients. (Required)