Project Controls Administrator II

Infrastructure Engineering•Chicago, IL

13d

About The Position

Infrastructure Engineering Inc. (I E I) is a leading engineering firm known for quality and responsiveness and a proven track record of success as a Prime civil engineering firm has an EXCITING OPPORTUNITY for an experienced Project Controls Administrator II (PCA) to join our Team! This is an opportunity to be in a key role with IEI frontline for driving revenue/cash flow, and our growth. The PCA supports the technical leadership in delivering projects in a timely, profitable manner with an emphasis on client satisfaction. Specifically, this role creates bandwidth for the Project Delivery Team (PDT) to focus primarily on successful project delivery, meeting critical deadlines, and maintaining the contract budget. This role partners closely firmwide with a cross section of PDT to help develop, drive and/or complete a broad range of administrative project tasks to contracts and risk management, financial management and internal management processes. This role is outward facing and actively interfaces with other departments, clients, subcontractors and/or vendors to either lead or assist in routine non-technical tasks to ensure all administrative aspects of the projects are being completed. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Requirements

Bachelor's degree in related fields (AEC, Paralegal, Consulting, Business Administration, Financial and Analytics, etc.) from an accredited institution or approved equivalent preferred; must have 6+ years’ experience.
Will consider a High School Diploma/GED with 10years plus direct related experience.
Must have intermediate to advanced hands-on experience and knowledge interpretating contracts, agreements and other legal documents.
Familiarity with the administrative requirements of public agency/publicly funded projects.
Must be an effective verbal and written communicator, communicating in grammatically correct sentences to convey information with detail and accuracy while effectively utilizing active listening skills.
Must have prior experience and be comfortable/confident collaborating with key management, leadership team members and stakeholders.
Prior experience demonstrating effective interpersonal skills working across various departments, markets and multiple locations of an organization.
Intermediate to a dvanced knowledge and skills in MS Office Suite (e.g., Word, Excel, PowerPoint, Outlook and Teams) other software and/or platforms (CRM, ERP or SharePoint).
Knowledge of Deltek (VantagePoint) with beginning to intermediate skills.
Must have intermediate skills creating, producing and analyzing spreadsheets and processing technical information.
Highly responsible and able to meet deadlines; good follow-through and a sense of ownership of task and process driven skills; ability to develop and improve processes.

Responsibilities

Contracts / Risk Management
Prepare all contract documents and related documents and forms to ensure timely completion and execution of contracts.
Assist in review of the contracts to safeguard firm’s exposure against risks associated with insurance requirements.
Manages execution and tracking of all contract and contract related documents with clients, sub consultants and vendors and notifies PDT and EVP of any deficiencies.
Develop and/or enhance contract and risk management processes and monitor compliance firmwide.
Financial Management
Monitors project financials performance and earned value biweekly in partnership with PDT and notifies them of discrepancies or when project financial performance may be compromised.
Reviews and leads approval of all project invoicing on behalf of the Project Managers by acting as a liaison and closely interfacing with the Finance and Accounting Department.
Monitors and pursues all Account Receivables and engages appropriate internal and/or external personnel to ensure timely collection.
Processes & Administrative
Interface with between PDT and other departments on variety of administrative requests consisting of completion of forms, resumes, documents, exhibits or vendor portal registrations or updates.
Monitors all project setups and tracking in Deltek are accurate and in accordance with established processes and guidelines.
Supports PDT in completion of Project Management Plans.
Assists EVP in auditing established project delivery processes (i.e. PMPs, Progress Reports, QAQC Compliance etc.) and reports findings.
Organizes and maintains firmwide project and contract files protocols.
Prepares and/or assists with project related documents and spreadsheets (i.e. project coordination, permits etc.) for both internal and external use.
Manages firm-wide fleet which includes tracking, reporting and compliance.
Maintains field equipment supply inventory by sourcing, procuring, and distribution.
Participates in internal and/or external meetings, as necessary.
Other duties as assigned.