Project Admin/Invoice Specialist

Job Description

Job Overview:

APTIM currently has an opening for a full time Project Business Administrator at the Dallas, TX or Baton Rouge, LA locations. The job candidate will be responsible for the performance of all Project Administrative functions to ensure tasks are completed in an efficient and effective manner and in accordance with APTIM Standard Operating Procedures and APTIM's contract with the State of Texas and other contractual requirements.

Key Responsibilities/Accountabilities:

• Coordinating and documenting the financial aspects of many projects, including budgeting, forecasting, and financial reporting.
• Preparing client invoices.
• Managing and procuring project resources, including personnel, equipment, and materials.
• Communicating with project team members, clients, vendors, and management, to ensure that project goals and objectives are met, including obtaining correct vendor and subcontractor invoices.
• Creating Purchase Orders, execute credit card payments, and other project procurement tasks to ensure that materials and subcontracts are executed, invoiced, and paid in accordance with Purchase Order, APTIM company policy, and client Contract requirements.
• Tracking project progress with regards to invoiceable units and assisting Project Managers with correctly accounting for overages and shortfalls; assist Project Managers with developing Change Orders to account for these needs.
• Providing support and guidance to project team members to ensure that they have the resources and information they need to complete their tasks.
• Assisting in the tracking of client invoice payments, including occasionally contacting clients regarding any late payments.
• Ensuring compliance with APTIM contractual obligations, company policies and procedures, as well as industry regulations and standards.
• Creating, querying, compiling, and marking up invoice back-up documents for client submittal, including time sheets, vendor and subcontractor invoices, staff expense reports, and APTIM and third-party report sections.
• Completing project setup and change order processes in concert with other administrative staff.

Basic Qualifications:

• Minimum of two (2) years of administrative or accounting related experience.
• Ability to coordinate efforts with project personnel.
• Problem solving and decision-making skills.
• Ability to multi-task.
• Ability to identify and prioritize critical task.
• Must have strong proficiency in computer software applications including Outlook, Excel, Word, and Adobe Acrobat Pro.
• Highly proficient in data entry and reconciling issues relating to costing and time entry.
• Able to handle and protect confidential information.

Preferred Qualification

• Experience invoicing TCEQ and/or TxDOT strongly preferred.
• At least five (5) years of administrative or accounting related experience.
• Experience invoicing on State of Texas government Contracts, or local government Contracts.
• Experience invoicing on other State, Federal, or local government Contracts.
• Associate or bachelor's degree.

#LI-Onsite

Additional Job Information

What We Do:

Whether it's protecting the public from toxic releases at Superfund sites, safeguarding and maintaining critical power infrastructure, helping communities recover from natural disasters, enabling our armed forces and first responders, or transforming landfills into public parks, we go to work each day knowing that we are making an impact on the world. These are huge responsibilities, and we take them seriously.

Thinking differently and challenging the norm is our mandate. Every day we plan for the unexpected, develop critical insights, and deliver new, creative adaptive solutions. We do this by leveraging teams that include engineers, scientists, builders, economists, craft professionals, procurement, logistics, and process experts.

Who We Are:

APTIM specializes in engineering, program management, environmental services, disaster recovery, complex facility maintenance, and construction services. Serving Government, Oil, Gas, Chemical, Industrial, Commercial, and Power clients, we are your partner and relentless advocate.