Facilities Project Control Analyst

City of Boulder•Boulder, CO

About The Position

Under general supervision, administers and coordinates large and complex Facilities projects involving new construction, renovation, and remodeling of city buildings. Serves as a key resource to Facilities Project Planners and Project Managers, providing support for project planning, coordination, construction, and closeout. Evaluates project information to identify risks, variances, conflicts, and emerging issues, and develops and recommends solutions to support successful project delivery. Manages financial tracking, monitors project timelines, coordinates scheduling with project staff and contractors, and maintains organized project documentation. This role plans, coordinates, and monitors assigned projects from initiation through closeout, including scope, schedule, budget, procurement, contracting, and deliverables. It coordinates project activities and communications across project managers, maintenance staff, contractors, consultants, vendors, internal departments, and other contributors. It also supports procurement and contracting, financial tracking and reporting, site visits and inspections, project closeout, and the development of project procedures, templates, and tracking tools. The position is full-time, salaried, and scheduled for 40 hours per week.

Requirements

Ability to handle multiple tasks, priorities, and deadlines in a fast-paced environment.
Ability to exercise independent judgment and make decisions within established policies, procedures, budgets, and project objectives.
Ability to analyze complex or incomplete project information, identify potential impacts, and develop appropriate recommendations or courses of action.
Ability to independently organize, prioritize, and coordinate multiple project activities and adjust priorities as conditions change.
Knowledge and basic understanding of construction or facilities-related terminology and processes.
Knowledge of project management principles, practices, and methods, including planning, scheduling, budgeting, procurement, contracting, risk management, and closeout.
Advanced proficiency in Smartsheet, including templates, forms, automated workflows, and dashboards, and in Excel.
Skills in managing and tracking budgets, updating payment and invoicing information, reconciling budget to actuals, and working with a central finance system.
Skill in analyzing project schedules, budgets, expenditures, and performance information to identify variances, risks, conflicts, and trends.
Skill in coordinating multiple concurrent projects, priorities, deadlines, and stakeholders.
Strong organization and administrative skills with attention to detail.
Experience managing data or project information in Excel, Smartsheet, and/or similar project management platforms.
Effective written and verbal communication skills, including the ability to communicate complex project, financial, and operational information clearly.
Must successfully pass a background check before the first day of work and maintain acceptable screening.
Associate’s degree in a related field such as project or construction management, or four years of project or construction management experience in substitution for the education requirement.
Two years of administrative, project coordination, or related experience.
Must hold and maintain a valid driver’s license.

Nice To Haves

Knowledge of municipal or government project processes.
Experience supporting capital or facilities improvement projects.
Advanced experience with budgeting or financial tracking.

Responsibilities

Plan, coordinate, and monitor Facilities projects and project activities from initiation through closeout, ensuring scope, schedule, budget, procurement, contracting, and deliverables are managed.
Manage assigned project activities, including sequencing, coordination, follow-up, and task prioritization within project objectives, policies, budgets, and contractual requirements under Project Manager and Project Planner guidance.
Analyze project information to identify risks, delays, conflicts, and resource issues, and recommend courses of action addressing impacts to scope, schedule, budget, or delivery.
Manage project timelines, dependencies, and dashboards, and assist with key performance indicator reporting using Smartsheet.
Review project financial information, identify and investigate variances and discrepancies, recommend corrective actions, and escalate significant issues.
Coordinate procurement and contracting activities, including consultant and vendor proposals, purchase orders, contract preparation and execution, quotes, invoices, materials, and delivery schedules in accordance with city policies and procedures.
Coordinate bid and contract processes, including preparing documentation and coordinating with procurement, contractors, consultants, and city staff.
Support and coordinate project closeout, including compiling documentation, validating final costs, coordinating outstanding work, and organizing turnover materials.
Coordinate site visits, project meetings, contractor activities, inspections, and other project-related activities.
Prepare reports and status updates for Facilities leadership using Smartsheet automated reporting features.
Develop and maintain standard operating procedures, project templates, tracking tools, and other Facilities project resources in collaboration with Project Managers and Planners.
Coordinate communication among Facilities Project Managers, Facilities Maintenance staff, contractors, consultants, vendors, internal departments, and other project contributors.
Perform other related duties as assigned.