Timesheet Administrator

At SOM, we are a collective committed to shaping a better future for our clients, communities and planet. We aspire to create the most sustainable, impactful work through creative, interdisciplinary teams with all the resources and diversity of a global firm.  We value those who are passionate about excellence, innovation, integrity, inclusivity, and collaboration.  Together we can achieve great things.
 

Success at SOM Means

• Ideas:  We believe in a meritocracy of ideas.  We look to everyone to actively contribute to the discourse in the firm.  

• Knowledge:  We believe that expertise is the result of lifelong learning.  We are not expected to know everything, but rather to passionately pursue answers, develop new skills and deepen our knowledge.

• Product:  We strive for excellence in the concept, quality, and delivery of our work.

• Individual: We value individuals who bring the highest standards of professionalism and personal integrity in the way they work.  Each person can develop and contribute their wealth of attributes, skills and knowledge to support the overall health of the firm.

• Team: We value the power of interdisciplinary integration.  A positive team culture in which everyone collaborates openly towards common goals is essential.

• Firm: We have a history of making transformative contributions to the profession and our communities. We are constantly innovating and attempting to bring new approaches, solutions and processes to our work.

Role Description

SOM is looking for a Timesheet Administrator. The Timesheet Administrator is responsible for ensuring that timesheets are completed accurately and on time across the firm. The role monitors time sheet status, follows up with staff and project leaders, and owns the Tableau timesheet dashboards that provide visibility and compliance by office, studio, and region. 

Position Responsibilities

• Monitor daily and weekly timesheet completion in the firm's time and billing system (ie; Deltek Vision/ Vantagepoint) 

• Organize and prepare data entry incoming timesheets into the system. Maintain up to date view of missing, late, or incomplete timesheets by office, region, and studio

• Utilize Tableau dashboard and follow up with staff 

• Take Tableau dashboard ownership and action 

• Serve as the primary owner of the Timesheet Compliance Tableau Dashboard (s)

• Review Dashboards regularly to identify trends, problem areas, and chronic non-compliance

• Translate dashboard insights  into specific follow-up actions (ie; who to contact, which offices need support, where escalation is required)

• Provide recurring summary views (ie; weekly snapshots) for office meetings 

• Partner with the Analytics/BI team to refine dashboard structure, filter, and views as needs evolve. 

• Send clear, consistent reminders before deadlines to encourage on-time timesheet completion

• After each deadline, chase outstanding timesheets via email and other communication channels 

• Adjust messaging for different audiences: friendly reminder for individuals, consolidated lists for managers, concise summaries for leadership 

• Use agreed escalation paths for to bring chronic non-compliance to the attention of office leaders, studio directors, and HR when necessary 

• Create and maintain standard operating procedures (SOPs) for timesheet completion, reminders, escalation, and reporting

• Document expectations, cut-offs, coding rules, and common FAQs in a clear, user friendly format 

• Support onboarding of new employees by providing timesheet training materials and answering basic questions 

• Update documentation whenever system, processes, or expectations change. 

• Produce weekly and monthly compliance reports showing on time completion rates, late and missing timesheets, and trends (by office, studio, and region) 

• Use insights from Tableau and other reports to recommend process improvements (ie; clearer deadlines, better reminders, system tweaks).

Qualifications

• 0-2 years of experience in administrative, coordination, finance, or operations roles 

• Experience in a project-based or professional services environment (ie; architecture, engineering, design, consulting, etc.) strongly preferred 

• Comfort working with enterprise systems such as Deltek Vision/ Vantagepoint, Workday, or similar (or strong aptitude to learn) 

•  Solid skills in Excel/ Google Sheets (filters, pivots, basic formulas) for tracking and analysis 

• Strong willingness to learn Tableau or other BI/ dashboard tools 

• Excellent written and verbal communication skills ; able to be clear, firm, and professional with staff of all levels 

• Strong attention to detail and ability to manage large volumes of small, time sensitive items 

Additional Attributes

• Persistent and diplomatic - comfortable following up while maintaining good relationships 

• Analytical- enjoys looking at dashboards and using data to decide where to focus

• Organized and systematic- naturally builds checklists, trackers, and routines 

• Process-minded- wants to document how things work and make them better over time 

Are you ready to join a team of creative professionals working on transformational projects around the world? Take advantage of this exciting opportunity to build a better future with SOM. 

Our Benefits:

Health and Wellness: Medical, dental, vision, disability, and life & accident insurance

Savings: 401K matching, pre-tax spending accounts, and employee discount programs

Work/Life Balance: Inquire about our approach to flexible schedules, paid family leave, paid vacation, backup child and elder care, and an employee assistance program

Professional Development: Reimbursement for professional licenses, associated renewals, and exam fees as well as specialized in-house career development 

Compensation for this role is based upon experience, qualifications, location, and education and typically ranges from $45,000 to $60,000. 

Our Culture:

Our creative, interdisciplinary teams work like small, dynamic studios, with all the resources and diversity of a global firm. Here, you’ll collaborate with industry experts on some of the most exciting and transformative architecture, engineering, and planning projects in the world.

We believe an inclusive environment improves our teams, our firm, and our communities and are passionate about Diversity, Equity, and Inclusion. Our DEI Action Plan was created to bring meaningful change to our profession, starting with our own culture and practices. 

We are proud to be an equal opportunity and affirmative action employer. Visit this page to learn more about SOM's employment policy as well as additional information such as a privacy notice for California residents and how to apply offline.

For more about SOM: www.som.com

Portfolios must be submitted for all design and project management positions (Architecture, Interiors, City Design, Graphics, etc). Applications without work samples will not be reviewed.  Portfolios should be one PDF attachment, 10-20 pages, maximum 5 MB. Submit portfolios as part of your application in the section where the application asks you for your Resume or CV.