Construction Project Controls / Contract Administrator

Four Seasons Environmental•Atlanta, GA

2d•Hybrid

About The Position

Apex FSE JV LLC is seeking an experienced Federal Construction Project Controls & Contract Administrator to support a major design-build central utility plant modernization project at the Centers for Disease Control and Prevention’s Roybal Campus in Atlanta. This position will serve as the primary administrative and project-controls resource for Apex FSE JV and will help ensure that all contractual, scheduling, financial, subcontractor, documentation, labor-compliance, procurement, change-management, Government reporting, and closeout requirements are properly managed throughout the project. The project includes replacement of four 1,450-ton chillers with new 1,800-ton chillers, replacement of cooling towers and pumps, major chilled-water and condenser-water piping work, medium- and low-voltage electrical upgrades, BAS/controls integration, structural and roofing work, commissioning, and phased execution within an operating CDC central plant.

Requirements

Five or more years of progressively responsible construction project administration, project controls, project coordination, contract administration, or document-control experience.
Experience on large commercial, industrial, central plant, mechanical/electrical, institutional, or Government construction projects is strongly preferred.
Working familiarity with federal construction contracts, Davis-Bacon/Construction Wage Rate Requirements, certified payroll, FAR-based change administration, Government submittal/RFI processes, and formal contract documentation is strongly preferred.
Advanced proficiency with Microsoft Excel, Word, Outlook and PDF/Bluebeam-type document-management tools.
Experience with construction management platforms such as Procore, Autodesk Construction Cloud, CMiC or equivalent is strongly preferred.
Familiarity with Primavera P6 or Microsoft Project is desirable; the position is not intended to replace the project’s Lead Scheduler.
Excellent written business communication and organizational skills.
Ability to draft Government correspondence, meeting minutes, change notices, reports and formal project documentation accurately and professionally.
Ability to review contracts, subcontract requirements, schedules, invoices and project records and recognize discrepancies, missing documentation, potential scope changes and schedule/commercial risk.
Must be able to satisfy all applicable CDC badging, access, NDA, security and records-management requirements.
Must be authorized to work in the US
Employment is contingent on passing a 10-panel pre-employment drug screen, random drug and alcohol screenings, and background/reference checks.

Nice To Haves

Direct CDC/HHS experience is advantageous but not required.
Significant relevant construction/federal-contract experience may substitute for formal education.

Responsibilities

Maintain the complete contract file for CDC Contract 75D30126C21477, including award documents, modifications, amendments, RFIs, Government clarifications, correspondence, notices, directives, meeting records, schedules, invoices, and deliverables.
Ensure project correspondence and documentation contains the proper contract identification.
Track contractual deadlines and required notices.
Recognize communications that may affect scope, cost, or schedule and immediately elevate them to Apex FSE JV management.
Establish and maintain controlled electronic project files and logs for RFIs, submittmits, design reviews, correspondence, drawings, specifications, meeting minutes, field reports, notices, procurement documents, change orders, test reports, commissioning documentation, and closeout records.
Maintain revision history and ensure the project team is working from current documents.
Maintain the master submittal register and RFI log.
Route documents between subcontractors, designers, Apex FSE JV and CDC; track submission, Government review, response, resubmission and approval dates; identify overdue items; maintain the design-comment resolution log; and support the 30%, 60% and 90% design-submission process.
Work with the Project Manager and Lead Scheduler to maintain schedule-control information, milestone tracking, procurement dates, design/submittal dates, outage dates, installation milestones and commissioning/closeout activities.
Coordinate monthly schedule updates and two-week look-aheads.
Track schedule risks, delays and recovery actions.
Maintain a detailed procurement register for chillers, cooling towers, pumps, electrical equipment, controls, valves and other long-lead equipment.
Track submittal dates, required approval dates, release dates, manufacturer commitments, fabrication status, factory testing, storage, shipping, delivery and installation.
Escalate any long-lead item that could affect the critical path.
Maintain subcontract/PO files, insurance certificates, bonds, federal flow-down documentation, scope changes, payment applications, compliance documents and closeout requirements.
Track subcontractor obligations and assist management in enforcing schedule, documentation, safety, quality, warranty and closeout requirements.
Maintain the project change log, potential-change log and modification register.
Track RFIs, field conditions, Government direction, design changes, delays and other events that may affect contract value or schedule.
Obtain supporting quotations, labor/material breakdowns, subcontractor pricing and schedule-impact information.
Ensure potential changes are documented contemporaneously and elevated before contractual notice deadlines expire.
Organize daily reports, photographs where authorized, manpower records, delivery tickets, equipment records, inspection records, outage records and other contemporaneous documentation needed to support or defend changes, schedule impacts, claims or Government inquiries.
Coordinate the monthly billing cycle.
Collect and review subcontractor pay applications, Schedule of Values progress, stored-material documentation, change orders, retainage, certified payroll and supporting records.
Assist Apex FSE JV management/accounting with preparation of the CDC payment application and submission through Treasury IPP.
Maintain documentation supporting payment for stored equipment and materials, including invoices, proof of ownership/payment where required, photographs, insurance, identification/segregation records, storage location and other Government-required evidence.
Administer construction wage requirements applicable to the project.
Collect and review certified payrolls; track worker classifications, prevailing wages, fringe benefits, apprentices/trainees, overtime, payroll corrections and lower-tier compliance; maintain labor-compliance records; and coordinate corrections with subcontractors.
Coordinate documentation for Service Interruption Requests and Project Activity Reviews.
Work with McKenney’s, JCI, FSE O&M and specialty trades to assemble outage scope, affected systems, sequencing, manpower, isolation/LOTO information, safety requirements, communications, contingency/fallback plans and return-to-service procedures.
Coordinate project meetings, prepare agendas when requested, record decisions and action items, issue meeting minutes and maintain action-item logs.
Track commitments through closure.
Prepare professional draft correspondence to the CDC CO, COR and project team for management review.
Maintain incoming/outgoing correspondence logs and ensure contractual notices are distinguished from routine project communications.
Support the Apex FSE JV Quality Control Manager by maintaining inspection documentation, preparatory/initial/follow-up records, deficiency and punch lists, submittal status, testing documentation and corrective-action tracking.
Maintain required administrative safety records, subcontractor documentation, training records, incident documentation, JHAs/AHAs and corrective-action records as directed by the Safety Manager.
Coordinate CDC badging and access paperwork for Apex FSE JV personnel and subcontractors.
Maintain NDA records and personnel rosters and ensure required personnel complete applicable security and records-management requirements before accessing protected information.
Maintain Government project records in accordance with CDC records-management requirements, including required metadata and document retention.
Track required CDC records-management training for applicable project personnel and ensure required records-management requirements are flowed to subcontractors.
Maintain origin documentation, certifications and supporting records for construction materials subject to Buy American requirements and coordinate compliance documentation with purchasing, subcontractors and vendors.
Maintain factory-test records, startup documentation, NETA reports, TAB records, commissioning checklists, deficiency logs, retesting records and final commissioning documentation in coordination with McKenney’s, JCI, Newcomb & Boyd/FSE and Apex FSE JV management.
Begin closeout tracking early in the project rather than waiting until construction completion.
Maintain a closeout matrix covering as-builts, redlines, O&M manuals, equipment records, warranties, training materials, test reports, TAB reports, commissioning documentation, subcontractor releases, spare parts, salvage turnover and punch-list completion.
Maintain records supporting Apex FSE JV Government performance evaluation, including schedule performance, safety, quality, responsiveness, cost/change management and subcontractor management.
Assist Apex FSE JV leadership with documentation needed to review and respond to CDC CPARS evaluations.
Develop concise weekly and monthly management reports summarizing schedule, procurement, submittmits/RFIs, changes, invoicing, subcontractor performance, safety/quality issues, upcoming outages, critical decisions and management action items.