Project Controls Administrator

Job Summary:

The Project Controls Administrator is responsible for department-wide project financial administration, project setup, cost tracking, billing coordination, compliance documentation, and the integrity of project information maintained within Sage 300, HCSS HeavyJob, and related systems.

This position supports Project Managers and department leadership by maintaining accurate project budgets, processing approved changes, preparing pay applications, tracking costs and receivables, coordinating required documentation, and compiling project-control information for review.

The Project Controls Administrator exercises judgment in maintaining project records, making routine budget and cost-code adjustments, and improving administrative processes. Significant financial adjustments and project-level decisions are coordinated with the assigned Project Manager to ensure project information remains accurate and aligned with current project conditions.

Duties/Responsibilities:

Project Setup, Financial Administration, and Cost Control

• Establish newly awarded projects in Sage 300, HCSS HeavyJob, and related systems, including budgets, phases, cost codes, cost types, billing requirements, and standardized project files.
• Enter and maintain project budgets, commitments, purchase orders, subcontract values, approved changes, and current cost records across active projects.
• Process approved change orders, budget transfers, cost-code corrections, and routine administrative adjustments; coordinate material changes with the Project Manager.
• Review project financial information for consistency, completeness, and apparent discrepancies, and maintain organized, audit-ready records.

Pay Applications, Billing, Change Management, and Reporting

• Prepare and coordinate monthly owner pay applications, including AIA and contract-specific forms, using information provided or approved by the Project Manager; track applications through approval and payment.
• Track retainage, receivables, billing status, lien waivers, final billing, and retainage release, and follow up on missing or unresolved administrative items.
• Maintain change-order logs and ensure approved changes are reflected consistently across Sage, HCSS, billing records, and internal tracking tools.
• Compile cost, production, labor-hour, billing, cashflow, over/under billing, and commitment information for routine reports, dashboards, monthly reviews, and leadership reporting.

Project Startup, Contract Administration, and Compliance

• Execute the project-startup checklist and coordinate handoff information among Estimating, Project Management, Accounting, Purchasing, Safety, and other departments.
• Coordinate collection and tracking of contracts, certificates of insurance, bonds, licenses, appointment letters, resumes, agency approvals, credentials, and administrative deadlines.
• Track subcontractor compliance documentation and coordinate required SWAM, DBE, HUB, HUD Section 3, EEOC, environmental, and similar reporting; maintain supporting records for audits and owner or agency reviews.

Systems Administration and Project Coordination

• Serve as the primary construction-department administrator for Sage 300 and HCSS HeavyJob, supporting project setup, cost coding, workflows, reporting, training, and system procedures.
• Maintain consistency among Sage, HCSS, spreadsheets, billing records, and project documentation, and coordinate resolution of system issues with Accounting, IT, and software support.
• Coordinate administrative support for Estimating-to-Operations handoffs, preconstruction meetings, monthly reviews, action-item tracking, interdepartmental communication, and assigned document control.

Project Closeout and Process Improvement

• Coordinate administrative and financial closeout, including final billing, retainage, lien waivers, approved changes, off-rental records, warranties, O&M manuals, photographs, as-builts, and related materials.
• Assist with lessons learned, post-project reviews, historical cost data, reports, templates, logs, checklists, and written procedures.
• Identify workflow bottlenecks and support approved project-control and administrative process improvements; perform other related duties as assigned.

Required Skills/Abilities:

• Strong organizational, analytical, and administrative skills.
• High level of accuracy and attention to detail.
• Ability to manage financial and project information across multiple active projects.
• Ability to recognize apparent inconsistencies and determine when an issue should be elevated.
• Strong written and verbal communication skills.
• Ability to follow established procedures while exercising sound judgment.
• Ability to work cooperatively with Project Managers and personnel across multiple departments.
• Ability to manage deadlines and competing priorities in a fast-paced environment.
• Strong confidentiality and professionalism.
• Proficiency in Microsoft Office, particularly Excel.
• Working knowledge of Sage 300 and HCSS HeavyJob.
• Understanding of project budgets, cost codes, billing, change orders, commitments, and construction documentation.

Education and Experience:

• Minimum of 5 years of experience in this or related position.
• Experience using Bluebeam, HCSS, or Sage is desired.

Physical Requirements:

• Must be able to lift up to 15 pounds at a time.
• Exposure to characteristic Construction and marine site dangers
• Moving about to accomplish tasks or moving from one worksite to another.
• Repeating motions that may include the wrists, hands and/or fingers.
• Prolonged periods of sitting and work on a computer
• Able to traverse all areas of the jobsite; this may require walking, climbing, reaching, bending, crawling, or stretching.