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Project Administrator - Chicago Downtown Job

Date: Nov 10, 2020

Location: Chicago Downtown, IL, US

Company: Transystems

Req ID: 15989

TranSystems Corporation - Transportation Infrastructure and Facilities - that's our focus. From infrastructure and facility design to computer simulation and economic impact analysis to finding alternative financing solutions for transportation projects - we do it. Our transportation specialists, located in offices across the nation, are unparalleled in the knowledge of the movement of freight and people, and unmatched in technical and managerial services. We provide full-scale professional services to both public and private sector transportation clients. Plans, designs and directs components of freight railroad; passenger rail and transit; states and municipalities; airports and air carriers; manufacturers and distributors; ports and maritime; trucking and automotive; energy and communication; and federal government projects.

TranSystems’ Chicago office seeks a detail oriented Project Administrator with strong problem solving skills.  This person must have excellent written, communication, and math skills as well as the ability to multi-task several different responsibilities.  An individual that works well under pressure in a fast-paced team-oriented environment and knows how to prioritize as well as when to involve upper management is desirable for this position.


Basic Qualifications:

•Minimum Associates Degree or Technical School Certificate.

•Minimum 5-10 years of experience in an administrative role.  Four year degree may be substituted for experience.

•Proficient with Microsoft Office Suite

•Experienced in frequent interface with company peers, office personnel, middle and upper management, corporate employees, and client


 Preferred Qualifications:

•Bachelors degree or higher in accounting

•Familiarity with Deltek Vision and Costpoint



Provides project support, accounts receivables/payables, invoicing, document processing, filing, and other related tasks; basic project and office administrative support; and special projects as directed by your supervisor.  Must have excellent computer and customer service skills.


Responsibilities May Include:

•Set up new opportunities and projects in Vision, CostPoint, and Project Forecast and gain appropriate authorization and approvals

•Set up new projects, supplements, adjust budgets, update end dates, complete modification requests and track approval status through final validation

•Review contract documents for billing terms and conditions

•Prepare subconsultant agreements, review unpaid sub reports and monitor budgets

•Request and maintain Certificates of Insurance for company and subconsultants and subcontractors

•Review pre-bills and prepare and process client invoices that are compliant with contract terms and client specific needs and ensure they are properly entered into the accounting system

•Participate in weekly internal quality audits of invoices

•Track monthly unbilled amounts to ensure all projects are reviewed, billed and processed timely, and assess potential revenue adjustments

•Prepare and provide documentation to internal teams

•Filing, copying and pulling invoice backup

•Track ARs and champion collection efforts

•Order resources and office supplies

•Maintain project files

•Assisting Business Manager with office and area needs

TranSystems is an equal opportunity / affirmative action employer and ensures nondiscrimination and equal employment opportunity in all programs and activities in accordance with all applicable laws and regulations. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, pregnancy status, marital status, sexual orientation, genetic information, citizenship status, disability, protected Veteran status or any other status protected by law. In compliance with the Immigration Reform and Control Act of 1986, we will hire only U.S. citizens and aliens lawfully authorized to work in the United States (if the position is or will be one that is subject to U.S. law.

Nearest Major Market: Chicago

Job Segment: Administrative Assistant, Business Manager, Compliance, Administrative, Management, Legal