Full Job Description
We are excited to share that TranSystems has been recognized as a top 100 design firm by Engineering News-Record in 2021. For more than 50 years, TranSystems has committed to a mission of performing engineering and architectural planning, design, and construction solution services in a manner that is both safe and in compliance with all applicable regulatory and client requirements. At TranSystems, we have established and continue to nurture a culture that is committed to providing quality services for our clients. We’re looking for top talent to grow with our firm.
What you'll be challenged to do:
Provides project support, invoicing, document processing, filing, and other related tasks for coordination with team partners; basic office administrative support, including reception, ordering meals, maintaining kitchen and office supplies, document processing, filing, office related errands, shipping and other related tasks; and special projects as directed by your supervisor. Must be detail oriented with strong problem solving skills. Must have excellent written, communication, and math skills as well as the ability to multi-task several different responsibilities. Must work well under pressure in a fast-paced team-oriented environment and know how to prioritize as well as when to involve upper management.
Greets guests, directs visitors, and requests building access passes
Sorts and routes incoming mail; prepares outgoing mail
Maintains kitchen and office supplies
Prepares local office accounts payable/accounts receivable for processing to Corporate
Maintains local office checking account; check requests
Sets up new opportunities and projects in Vision, CostPoint, and Contract Budget Forecast and gain appropriate authorization and approvals
Sets up new projects, supplements, adjust budgets, update end dates, complete modification requests and track approval status through final validation
Reviews contract documents for billing terms and conditions
Prepares subconsultant agreements, review unpaid sub reports and monitor budgets
Requests and maintains Certificates of Insurance for company, subconsultants and subcontractors
Reviews 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
Participates in weekly internal quality audits of invoices
Tracks monthly unbilled amounts to ensure all projects are reviewed, billed and processed timely, and assess potential revenue adjustments
Filing, copying, and pulling invoice backup
Tracks Accounts Receivable balances and champion collection efforts
Maintains project files
Minimal HR duties
What you bring to our firm:
Minimum of Associates Degree, technical school certificate, or 10 years job-related experience.
Must be computer literate, proficient with Microsoft Office Suite, and have excellent accounting and spreadsheet skills.
Successfully interacts with company peers, office personnel, middle and upper management, corporate employees, and clients.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to speak effectively with groups of customers or employees of organization.
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
What we’d prefer for you to bring to our firm:
Bachelors Degreein Accounting or similar field.
Ability to handle multiple projects and flexible to change.
Experience working with transportation consulting or professional services.
Familiarity with Deltek Vision and Costpoint.
Knowledge of municipal, city, state, and federal billing practices desired, such as Certified Payroll, Waivers of Lien, and electronic invoice submittals.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet, but at time there will be surrounding activities in an open office setting that must be dealt with.The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, use hand and fingers to operate a computer keyboard, mouse, and telephone keyboard, and talk or hear. The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include ability to adjust focus. The employee may be required to travel.
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 which is subject to U.S. law).