Project Control Coordinator (Term-Limited)

Sound Transit•Seattle, WA

1d•Hybrid

About The Position

Under general supervision, the Project Control Coordinator provides technical expertise and assistance in administering the project control functions for assigned projects and contracts within Sound Transit’s capital programs, specifically for the Design, Engineering and Construction Management Department (DECM) and the Planning Environment and Project Development Department (PEPD). This role involves assisting in the development, monitoring, and analysis of the scope, schedule, and budget for ongoing capital projects, and producing various Agency-wide reports. The coordinator acts as a liaison between project staff and contracts and accounting staff to ensure the timely processing of requisitions, purchase orders, change orders, check requests, and progress payments. Key responsibilities also include preparing up-to-date cost and schedule analysis reports for assigned projects, providing project control support to other departments, monitoring expenditures and settlements for budget impacts, and conducting research, analysis, and preparing financial reports for Agency-wide efforts. This is a term-limited position of 5 years.

Requirements

Associates Degree or Technical school certification in Construction Management, or related field.
Three years of experience performing project coordination functions including project control, budget administration and analysis, financial reporting and/or related analytical duties; OR an equivalent combination of education and experience.
Operational characteristics, services, and activities of a project control program area.
General principles, practices, and procedures of business administration and public administration.
Various Agency and department policies and procedures.
Project control, public contract administration, budget preparation and administration, and record keeping principles, practices, and procedures.
Construction procedures and terminology.
Methods and techniques of data collection, research, and report preparation, and financial analysis.
Financial/contract management software and systems.
Pertinent federal, state, and local laws, codes, and regulations.
Principles of business letter writing and basic report preparation.
Principles of customer service.
Modern office procedures, methods, and equipment including computers and computer applications such as word processing, spreadsheets, charts, graphics and presentations.
Software programs affecting assigned work.
Establishing and maintaining effective working relationships with other department staff, management, vendors, outside agencies, community groups and the general public.
Interpreting and administering policies and procedures.
Using contract management and financial system software and computer systems to effectively process financial transactions and contract changes and develop and monitor project budgets and forecasts.
Demonstrating a positive customer service orientation with both internal and external clients.
Applying appropriate oral and written communication techniques.
Administering the project control functions for contracts and projects in the capital program.
Reviewing change orders for compliance with contract terms.
Preparing clear and concise analytical, administrative and financial reports.
Budget preparation and administration.
Applying project management techniques and principles.

Responsibilities

Provides general project control supports for management of project/contract scope, budget, and schedule.
Assists in the development, monitoring and analysis of changes to the project scope, schedule, and budget for on-going capital projects/contracts.
Performs forecast and month end reporting; assists in project budget development, monitoring and reporting.
Prepares monthly and annual forecasts and trending of project budgets; documents monthly and annual project budget and schedule forecasts and assumptions.
Monitors contract/project expenditures and reports variances to management.
Processes contractor progress payments, check requests and change orders.
Participates in project/contract set-up using contract/financial management software including development of appropriate account coding and allocation rules; performs rule maintenance; validates new contracts, prints reports and obtains necessary signatures.
Submits requisition packages to contracts for approval and creation of new purchase orders; and receives and files purchase orders from contracts.
Finalizes and executes Work Directives/Task Orders for On-Call Contracts.
Performs contract administrative management including tracking of commitments and period of performance; and ensures appropriate approvals are obtained for progress payments and change orders.
Reviews, processes, monitors proposed contract changes and change orders.
Verifies that all forecast information is entered in the forecasting system.
Provides up-to-date status reports on contingency index.
Monitors field change logs for proposed change orders and work directives.
Enters change orders into contract management system and monitors contract trends for positive and negative variances.
Validates consultant earned value reports and prepares contract/project status reports and attends meetings as appropriate to discuss current trend issues and future change items.
Reviews, processes and monitors new requisitions and change orders.
Receives and reviews change order documentation for compliance with procurement and project control policies and procedures and to ensure adequate funding is available.
Advises managers when tasks are near completion or expended and recommends strategy or action.
Submits documents to contracts; files change orders.
Assists corridor project control supervisors, project managers with schedule updates and specific project progress reporting.
Updates Agency report with financial status of assigned projects.
Inputs actual costs into project cash flows and updates budget information into the agency reporting system.
Assists in training new project managers and coordinators in project control policies and procedures; and ensures procedures are followed.
Participates in the development of annual and baseline project budgets.
Prepares requested contract/project financial status reports and performs inquiries as required to research contract detail.
Provides assistance to project managers and coordinators on Phase Gate process; ensures staff follow procedures outlined in the adopted Phase Gate policy and provides assistance as necessary.
Prepares change control board (CCB) documents, construction weekly summaries, staff reports, and other documents as appropriate and necessary.
Coordinates and prepares financial documentation for Agency-wide reconciliation and reporting.
Participates in project management team meetings to discuss consultant/contractor performance and document lessons learned.
Provides support to the department and others on matters as directed; serves on internal committees as assigned.
Prepares simple correspondence.
Attends and participates in professional group meetings.
Maintains awareness of new trends and developments in contract/budget development, ensures processes, policies and practices are interpreted and applied consistently and effectively.
Ensures accountability and compliance with all current and applicable state and federal laws, Agency policies and procedures, rules and regulations.
Champions and models Sound Transit's core values and demonstrates values-based behaviors in everyday interactions across the agency.
Contributes to a culture of diversity, equity and inclusion in alignment with Sound Transit’s Equity & Inclusion Policy.
Follows the Agency safety rules, regulations, and procedures pertaining to their assigned duties and responsibilities, which could include systems, operations, and/or other employees.
Integrates sustainability into everyday business practices.
Performs other duties as assigned.

Benefits

Two choices of medical plans, a dental plan, and a vision plan all at no cost for employee coverage.
Comprehensive benefits for employees and eligible dependents, including a spouse or domestic partner.
Long-Term Disability and Life Insurance.
Employee Assistance Program.
401a – 10% of employee contribution with a 12% match by Sound Transit.
457b – up to IRS maximum (employee only contribution).
Employees accrue 25 days of paid time off annually with increases at four, eight and twelve years of service.
12 paid holidays.
Up to 2 paid floating holidays.
Up to 2 paid volunteer days per year.
12 weeks of parental leave for new parents.
Pet Insurance discount.
ORCA card at no cost for all full-time employees.
Tuition Reimbursement: Sound Transit will pay up to $5,000 annually for approved tuition expenses.
Inclusive Reproductive Health Support Services.
Competitive salaries based on market rates and internal equity.
Work-life balance.
Opportunities for professional development.
Recognition from your colleagues.