Overview
Clinical Administrative Coordinator – (Remote) Jobs in Tysons Corner, VA at Maximus
Overview:
TranSystems has completed a strategic merger with Gannett Fleming to create a best-in-class organization (Gannett Fleming TranSystems) with approximately $1.3 billion in revenue and a highly skilled workforce of more than 5,000 employees.
Both companies are recognized as top 20 providers on the Engineering News-Record (“ENR”) rankings for transportation design services. We are committed to building strong relationships with our clients, partners, and communities, because we believe we can go farther together. The transaction not only enhances our transportation expertise and reach, but it expands offerings across the water, environmental, and power markets.
Interested in joining our team? We’re looking for top talent to grow with our firm. This is a great time to join Gannett Fleming TranSystems!
Responsibilities:
What you’ll be challenged to do:
Gannett Fleming TranSystems is seeking a detail-oriented Office/Project Administrator to join our Fort Worth, TX office. This person must have excellent written, communication and math skills as well the ability to multi-task. The individual 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. This person will provide office support, including ordering office supplies and other related tasks, accounts receivables/payables, document processing, and filing. Additionally, this role will provide project support, including some project setup, and invoicing. Must have excellent computer and customer service skills.
Primary Responsibilities (others may be included):
Data entry of Accounts Payable (Vendors and subconsultant invoices)
New vendor setup
Fleet tracking and mileage log processing
Prepare cash advances
Obtain Certificates of Insurance for all subconsultants and maintain a file for annual updates.
Weekly review of Accounts Receivable. This includes maintaining accurate invoice comments and following up with project manager and client on status of invoices over 70 days old.
Order and maintains office supplies
Weekly Rotation of Main switchboard
Sorts and routes incoming and outgoing mail
Maintains local office checking accounts and processes check requests
Conference room scheduling, travel arrangements, meeting & event coordination
Greet and assist visitors
Facilitate and maintain parking garage system
Secondary:
New project setup using CostPoint (Vantagepoint in 2025)
Entering supplements, budget adjustments, updating end dates in Project Forecast, along with tracking appropriate approvals/documentation and filing them electronically
Review client contract for billing terms/conditions
Review unpaid subconsultant reports and work with Project Managers to resolve issues
Review monthly prebills for accuracy, prior to sending out to Project Managers for approval
Prepare and process client invoices in CostPoint/Vantagepoint and in any client required online programs. This also includes pulling invoicing backup as required by the client
Assist with monthly project reviews if required
Qualifications:
What you bring to our firm:
Minimum High school degree required.
Minimum 3-5 years’ experience in an administrative role.
Proficient with MS Word and Excel.
Background in project accounting.
Familiarity with Vision and CostPoint.
Actively engages multiple perspectives when solving problems, seeks to learn from peers, and encourages reciprocal learning among team members.
What we’d prefer for you to bring to our firm:
Associates degree is preferred but not required.
Deltek Vantagepoint experience.
Architectural/Engineering industry experience.
Work Environment:
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. While performing the duties of this job, the employee is regularly exposed to moving mechanical parts and outside weather conditions. Subject to extreme cold and heat; below 32 and/or above 100 degrees for more than one hour. The employee is occasionally exposed to high, precarious places. The noise level in the work environment is usually loud. Travel to work locations may involve out-of –state travel with short or long term assignments.
Physical Requirements:
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 stand and talk or hear. The employee frequently is required to walk, use hand and fingers to operate a computer keyboard, mouse, and telephone keyboard, reach with hands and arms, and drive a car. The employee is required to sit; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 80-90 pounds. Specific vision abilities required by this job include ability to adjust focus. The employee must be able to work in a variety of climates (hot, cold) and inclement weather.
Featured Benefits:
Hybrid (in-person and remote) work environment.
Comprehensive health benefits package including wellness, parental & caregiver leave, and employer paid life insurance, AD&D, and STD.
401(k) company match.
Competitive vacation accrual and holiday pay.
Gannett Fleming TranSystems is proud to be an equal opportunity 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, gender, 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).
As the employer of choice, we are committed to action and strive for a company that reflects the vast diversity of our country and the communities we serve. Gannett Fleming TranSystems is committed to embracing diversity in all forms, including race, culture, age, sexual orientation, gender identity, disability, veteran status, thought and religious background. We acknowledge the impacts of prejudice and discrimination on historically underserved communities. We commit to establishing a more diverse, inclusive and positive work environment that drives innovation.
Recruiters or staffing agencies: Gannett Fleming TranSystems is not obligated to compensate any external recruiter or search firm who presents a candidate, their resume, or profile to a Gannett Fleming TranSystems employee without 1) a current, fully-executed agreement on file and 2) being assigned to the open position (as a search) via our applicant tracking solution.
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Title: Clinical Administrative Coordinator – (Remote)
Company: Maximus
Location: Tysons Corner, VA
