Facilities Project Control Analyst

City of Boulder•Boulder, CO

9d•$69,118 - $100,298

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 across 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. The position is full-time and salaried, with 40 scheduled weekly hours. Work is performed in a standard office environment, with occasional site visits to construction or renovation projects. The role requires managing multiple priorities and maintaining professionalism when working with contractors, internal staff, and the public; it may involve walking, standing, or navigating construction environments. The position reports to the Facilities Deputy Director and has no supervisory responsibilities.

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 payments and invoicing, 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 organizational 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 clearly communicate complex project, financial, and operational information.
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 lieu of 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 assigned Facilities projects and activities from initiation through closeout, managing scope, schedule, budget, procurement, contracting, and deliverables.
Manage project activities and determine task sequencing, coordination, follow-up, and prioritization within established objectives, policies, budgets, and contractual requirements, under guidance from Project Managers and Project Planners.
Analyze project information to identify risks, delays, conflicts, and resource issues, and recommend courses of action to address impacts on project scope, schedule, budget, or delivery.
Manage project timelines, dependencies, and dashboards, and assist with reporting key performance indicators using Smartsheet.
Review project financial information, identify variances and discrepancies, investigate causes, recommend corrective actions, and escalate significant issues.
Coordinate project procurement and contracting, including consultant and vendor proposals, purchase orders, and contract preparation and execution.
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.
Coordinate procurement activities including quotes, purchase orders, contracts, invoices, materials, and delivery schedules in accordance with city policies and procedures.
Coordinate the bid and contract process for assigned projects, including preparing documentation and coordinating with procurement, contractors, consultants, and city staff.
Perform other related duties as assigned.