Administrative Assistant/ PMA

Administrative Assistant/ PMA

Position Description
CGI is seeking an Admin Assistant to manage the administrative duties for senior staff and associated business sectors for our new office in New Brunswick, NJ. We are seeking someone who is interested in being a key contributor and will work closely with the leadership team on administrative and operational initiatives. In addition, the position will be a member of our PMA Team, working with our team to support various programs in producing invoices, tracking invoices and payments, cash collections, creating revenue recognition events and assisting with WIP analysis. This individual will work closely with the various programs, our project managers, our clients as well as our Finance team to ensure the accurate and timely issuing of invoices and accurate revenue recognition and forecasting.

Your future duties and responsibilities
Administrative Assistant Responsibilities:

• Produce and distribute correspondence memos (emails), letters, faxes and forms.
• Assist in the preparation and distribution of reports, pertinent correspondence, documents, and/or presentations for review and presentation by executives and committees.
• Support strategic office location. Tasks include, but not limited to; organize set-up and cleanup of meeting space, booking conference rooms, signing for packages, answering door and reception VM, cleaning/organizing kitchen, maintain office supplies, distributing office badges.
• Planning company meetings and social events (internal and external) as well as ordering catering for meetings.
• Assist BU with onboarding of new members/expense & timesheet questions/policy questions.
• Provide general administrative support, as needed.

Project Manager Assistant (PMA) Responsibilities:

• Creation and distribution of daily reports Excel
• Update project information into PeopleSoft program based on requests
• Assist PMA team with preparing invoices; such as pulling back up and emailing invoices
• Maintain monthly trackers for invoicing and payments
• Ad-hoc requests from the PMA Team Lead and team
• Generate invoices in accordance with agreements/contracts.
• Work closely with project managers to ensure invoices are accurate and generated in a timely manner.
• Send client invoices (via e-mail and/or FedEx); in some cases upload invoices to Ariba.
• Facilitate timely payment of invoices by sending client's bill reminders and escalate any issues/concerns to management.
• Provide accurate and timely responses to requests for information around AR, AP, WIP as well as any ad hoc reporting.
• Ensure Finance operations are performed in compliance with SOX objectives and requirements.
• Apply payments to invoices.
• Assist Project Managers with project creations and project updates, including reviewing and understanding contract aspects related to invoicing and bill rates.
• Verify and correct any invoice discrepancies and resolve clients' billing issues.
• Generate reports detailing accounts receivable and WIP status on projects
• Submit credit invoices when appropriate for credits that are applied to development allowance.
• Complete monthly WIP reconciliation on projects' WIP balances to confirm that revenue for these projects has not been over recognized and/or under recognized

Required qualifications to be successful in this role
Administrative Assistant Requirements:

• The ideal person for the job will be a problem solver with the following skills:

o excellent organizational skills
o written/oral communication skills
o documentation skills
o impeccable attention to detail

• He/she will have at least three to five years previous experience working in an office environment, performing administrative tasks and providing support to coworkers. The ability to multitask, organize a daily workload by priorities, manage complex schedules, and meet ever-changing deadlines in a fast-paced environment is essential to the position.
• Great computer/internet skills with expertise in MS Office (Microsoft Word, Outlook, PowerPoint and Excel), and Adobe. Experience with PeopleSoft application systems preferred but not required.
• Ability to work outside of business hours as needed (not expected at all times).
• Energetic, professional corporate image, and positive attitude and willingness to learn and take on new tasks. Outgoing culture builder-help build a strong inclusive office culture. Team player.
• Demonstrate ability to exercise discretion and maintain strict confidentiality.

Proficient computer skills in Word, Excel and PowerPoint

• - Excellent communication skills and building relationships a must
• - Advanced planning and organization skills
• - Resourceful and intuitive self-starter, able to thrive in a fast-paced, dynamic setting and able to multi-task
• - Ability to follow directions and take initiative when required
• - Background in corporate finance/accounting is desirable

Skill Set Years of Experience Proficiency Level
Microsoft Office
2-4 years
Proficient

Adobe XL 2-4 year
#LI-TSCH1

Build your career with us.

It is an extraordinary time to be in business. As digital transformation continues to accelerate, CGI is at the center of this change-supporting our clients' digital journeys and offering our professionals exciting career opportunities.

At CGI, our success comes from the talent and commitment of our professionals. As one team, we share the challenges and rewards that come from growing our company, which reinforces our culture of ownership. All of our professionals benefit from the value we collectively create.

Be part of building one of the largest independent technology and business services firms in the world.

Learn more about CGI at www.cgi.com .

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