Project Administrator

Project Administrator

If you’re looking for a firm that encourages innovative thinking and challenges you every day, with an opportunity to learn and advance, a career at Hanson is right for you. The belief in sustainability within our company’s practices creates a focus on client success and partnerships that are important to our communities and our environment.

This position will be primarily responsible for the day-to-day administration of projects on behalf of assigned Project Managers. Areas of responsibility will include assisting with project planning and start up, project execution and monitoring, and project close out. This position will complete and coordinate project administration activities while informing project managers of project status and engaging them in critical project control functions. This position will also interface with the accounting department on behalf of the project managers and their projects. Works under moderate supervision within established procedures.

Hanson Professional Services Inc. is seeking a candidate to fill a full time Project Administrator position preferably in our Springfield, Illinois office, but we would also consider St. Louis, Mo, Peoria, IL, or Lisle, Il office location for the ideal candidate.

Position Profile

This position will be primarily responsible for the day-to-day administration of projects on behalf of assigned Project Managers.

A Day in Life of a Project Administrator at Hanson

Hanson desires to increase the business development/outward facing role of project managers and unburden them from administrative activities that could be executed sufficiently by another individual. The project administrator position would support this business objective and keep project managers focused on project performance and client relationships.

Objectives: Allow project managers to focus on critical business activities, like repeat business sales, while also increasing the timeliness and accuracy of financial reporting and compliance with Hanson’s processes/project governance requirements. Project Administrators will contribute to a project’s overall success and profitability.

Here’s a snapshot of what you would do in this role:

• Assist and coordinate project planning & startup action items such as, generating project numbers from Microsoft Dynamics 365/aec360 platform and preparing project startup forms / starting up project in accounting software.
• Draft and assemble client and subcontractor agreements, coordinate with in-house legal team, and obtain Certificates of Insurance (COIs) for Hanson and from subcontractors, track renewals within Hanson’s database, and obtain and file final executed agreements and COIs in accordance with company policy.
• Start project case history process and update at milestones during the project within the Microsoft Dynamics 365/aec360 platform.
• Monitor Microsoft BI unbilled revenue reports and prepare draft (possibly customized) invoices or invoicing backup materials with project manager input; follow-up on outstanding accounts receivables; log accounts receivable feedback from project managers and clients.
• Coordinate processing of subcontractor invoices within Microsoft Dynamics Finance & Operations (accounting software); verify proper charge codes and conformance with subcontractor agreement requirements.
• Assist with accounting software, project financial report, and work breakdown structure changes due to contract modifications.
• Keep project manager and project staff accountable to established records management policy or system established for the project; initiate and help maintain electronic and/or hard copy records management system; utilize DocuSign to obtain signatures on documents.
• Administer/maintain project execution data required for client specific worksheets and online systems.
• Conduct “forensic” reviews of project financial reports and accounting system data to identify and resolve discrepancies.
• Assist project managers with identifying: the cause of project budget overages; what adjustments are possible; and how adjustments may impact the project financials.
• Maintain end of project audit data/records, maintain and report on equal opportunity/small business/disadvantaged business subcontractor project involvement to government contracting authorities for compliance purposes.
• Coordinate and ensure completion of all project closeout activities (accounting functions, project records, case histories, lessons learned capture).
• Administer/input closeout data into market/client specific worksheets and online systems.
• Prepare and finalize period accounting/project financial report changes with project manager input; confirm revenue is recognized properly; submit changes to and coordinate with accounting staff.
• Other duties as assigned.

What We’re Looking For

We feel the following qualifications would set you up for success in this role:

Technical Skills:

• Experience with MS Office Suite including Word and Excel; Access and MS Project a plus.
• Experience or ability to become proficient in enterprise resource planning software (Microsoft Dynamics 365/aec360 Client Experience and Finance & Operations and associated Microsoft BI reporting system).
• Ability to learn and interpret project financial and accounting related reports; aptitude for data review and troubleshooting (an accounting degree is not required).
• Ability to review and correlate data from multiple sources to complete the startup form accurately; able to interpret contract requirements.

Education/Experience:

• A degree from a 2-year college program together with 6-8 years of combined training and experience in work areas related to the assignment, or
• A bachelor’s degree in business administration, accounting, or project management (other degrees may be considered), together with 4-6 years combined training and experience in work areas related to the assignment,
• General project related bookkeeping, project management, report review and interpretation, and technology use aptitude is required.

Essential Soft Skills:

• Must exhibit a high level of professionalism in both written and verbal communication.
• Must be able to proactively communicate project administrative requirements to project managers, accountants, market principals, and other stakeholders involved with engineering projects.
• Must be able to build effective relationships with internal client base and communicate with external client accountants and administrators from time-to-time.
• Must have time management skills and adhere to internal accounting process and project timeline requirements.
• Must be highly organized and possess the ability to prioritize, schedule, and manage multiple requests from different project managers during critical time periods – this is a fast-paced work environment.
• Must be detail oriented and accurate regarding data review.
• Must exhibit critical, solution-based thinking and possess the ability to troubleshoot and solve problems.
• Must be able to assist newly hired project managers on the Microsoft Dynamics 365/aec360 Client Experience and Finance & Operations and associated Microsoft BI reporting system once your training is completed, and also serve as their advisor on the use of Hanson’s policies/procedures/forms while executing their projects

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: No less than 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Relocation assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Experience:

• bookkeeping, project management,: 5 years (Required)

Ability to Relocate:

• Lisle, IL: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $30