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Project Administrator

Company: Hanson Professional Services
Location: Springfield
Posted on: June 12, 2021

Job Description:

We're committed to bringing passion and customer focus to the business.

Project Administrator

Hanson Professional Services Inc., is seeking a candidate to fill a full time Project Administrator position for our Springfield, IL (preferred) office; other office locations negotiable. Work from home application may be considered after the first year of employment is completed.

Position Profile

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.

Essential Job Functions/Responsibilities:

  • Assist and coordinate project planning & startup action items such as, obtaining project numbers from the project registry, preparing project startup forms / starting up project in accounting software, administer/input startup data into market/client specific worksheets and online systems.
  • Obtain Certificates of Insurance (COIs) for Hanson and from subcontractors and track renewals, 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.
  • Monitor unbilled revenue reports and prepare draft (possibly customized) invoices with project manager input; follow-up on outstanding invoices; log unbilled revenue and accounts receivable feedback from project managers and clients.
  • Coordinate processing of subcontractor invoices; verify proper charge codes and conformance with subcontractor agreement requirements .
  • Assist with startup/accounting software, budget report and WBS 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.
  • Encourage/spot audit project staff compliance with quality assurance procedures.
  • Administer/maintain project execution data required in market/client specific worksheets and online systems.
  • 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 budget report changes with project manager input; confirm revenue is recognized properly; submit changes to and coordinate with accounting staff.
  • Other duties as assigned.


Technical Skills:

  • Experience with MS Office Suite including Word, Excel; Access a plus
  • Experience or ability to become proficient in enterprise resource planning software (Microsoft Dynamics 365)


  • Must have a high school diploma and at least 6 years of combined training and experience in work areas related to the assignment, OR
  • Must have a degree from a 2-year college program, and 4 years of combined training and experience in work areas related to the assignment,
  • A bachelor's degree in business, accounting, or project management is a plus
  • General project related accounting/bookkeeping knowledge is required.

Essential Soft Skills:

  • Must be able to 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 also communicate with external client accountants and administrators from time-to-time.
  • Must have time management skills and adhere to internal accounting and project timeline requirements.
  • Must be highly organized and possess the ability to manage multiple requests from different project managers during critical time periods.
  • Must be detail oriented and accurate regarding data.
  • Must be willing to track project billable time to the 0.1 hour when necessary and timesheets are required to be submitted weekly.

Working at Hanson:

  • Must be able to collaborate remotely with colleagues in other offices using current technology.
  • Must be willing to accept periodic out-of-town travel assignments to meet project needs.
  • Must be willing and able to work overtime to meet project demands and deadlines.

As employers/governmental contractors, we comply with government regulations, including affirmative action responsibilities where they apply. To assist us in meeting our affirmative action goals, employees are encouraged to refer minorities, women, individuals with disabilities and veterans.



Keywords: Hanson Professional Services, Springfield , Project Administrator, Other , Springfield, Illinois

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