Job description

Cambridge Systematics, Inc. is shaping the future of transportation. We are industry leaders, transportation specialists dedicated to ensuring that transportation investments can deliver the best possible results. By providing innovative policy and planning solutions, objective analyses and technology applications, we help our clients anticipate and meet future transportation needs while improving the performance of existing infrastructure and operations. Above all, we are committed to our clients’ success in making transportation better for future generations.

The Subcontractor Administrator is responsible for creating and maintaining subcontract purchase orders in the accounting system. Responsibilities include reviewing executed subcontracts, setting up the blanket purchase orders in the accounting system, request W-9s, provide ACH payment sign up forms, provide vendor classification questionnaires, sending new blanket purchase orders to the subcontractors, updating them with executed subcontract modifications, and closing them out once the projects are complete. The Subcontractor Administrator is also responsible for monthly review of subcontractor invoices to ensure they comply with the subcontract, updating the subcontractor invoice tracking list, and creating purchase order releases in the accounting system. The Subcontractor Administrator also provides support with client-mandated subcontractor invoicing and payment reporting requirements, and subcontractor compliance by corresponding with subcontractors to ensure they comply with contract requirements, including but not limited to subcontractor insurance certificate tracking and review.

Essential Duties and Responsibilities:

Blanket Purchase Orders
* Review the executed subcontract and create the blanket purchase in the accounting system to ensure smooth monthly processing of subcontractor invoices. * Request W-9s for new teaming partners and periodically ask W-9s for current ones as well to stay updated. * Provide ACH payment sign up forms, * Provide vendor classification questionnaires and update vendor information in the accounting system. * Update blanket purchase orders with executed modifications that include time extensions and additional funding. * Create purchase order files to send out to subcontractors to reference on future invoice submittals. * Close out blanket purchase orders once the project is complete.

Monthly subcontractor invoice processing
* Daily check of the project invoice mailbox for new subcontractor invoices. * Update the subcontractor invoice tracking list and save down the invoice in Sharepoint for easy access. * Perform review of invoice to ensure it conforms to subcontract terms. * If the invoice does not meet the requirements, reject the invoice and notify the subcontractor of the reasons for rejection. * If the invoice does meet the requirements, create a purchase order release in the accounting system and update the tracking list.

Subcontractor compliance support
* Periodically assist with communicating with non-responsive subcontractors on compliance related issues. * Track, review, and file subcontractor insurance certificates. * Assist with client-mandated subcontractor invoicing and payment reporting requirements, such as ensuring subcontractors are properly registered in client portals (if necessary) and that payments to subcontractors are properly recorded in such client portals. * Other various subcontractor-related tasks as directed by supervisor

Position Requirements:

• Bachelor’s degree
• Minimum of 2-3 years’ experience in an accounting, contracts, or other administrative role in a private-sector business preferred.
• Prior successful collaboration with business, accounting, and contracts staff in a fast-paced environment.
• Proficient in all MS Office Applications, particularly Excel; advanced Excel knowledge a plus.
• Strong ability to read and analyze data.
• Excellent communication skills, strong attention to detail, strong organizational skills, and ability to meet deadlines.

Preferred Qualifications:

• Prior experience, knowledge, or proficiency with Deltek Costpoint is a plus, but not required.

Location

• Ability for position to be in-office, hybrid, or fully remote. Candidate preferably based near CS headquarters in Medford, MA, CS office in Chicago, IL or CS office in Bethesda, MD. Onboarding and training at commencement of employment is located in-person at the Cambridge Systematics Medford, MA headquarters.

Cambridge Systematics is an equal opportunity employer. We strive to create a culture in which every voice is valued, where employees have a sense of belonging and connection with one another and to the organization, and they feel empowered to do their best work. We are committed to increasing diversity at all levels within the firm and we encourage people of all backgrounds to apply to our open positions.

If you think you have what it takes but aren’t sure you meet all the requirements of this job, we invite you to connect with us. We value all perspectives and life experiences and want to hear about yours.

EOE AA M/F/VET/DISABILITY

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Schedule:

• Monday to Friday

Application Question(s):

• Do you have prior successful collaboration with business, accounting, and contracts staff in a fast-paced environment?

Education:

• Bachelor's (Required)

Experience:

• Accounting, Contracts, or Administrative: 2 years (Required)

Work Location: Hybrid remote in Medford, MA 02155

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