Project Controls Administrator

Calista Corporation•Fairbanks, AK

7d•Onsite

About The Position

The Project Controls Administrator is responsible for leading project financial administration, cost control execution, and system integrity across multiple projects and business units. This position executes and maintains project controls processes including job setup, cost tracking, billing, forecasting, financial reporting, and project closeout activities. The Project Controls Administrator serves as a key partner between project management, operations, and accounting teams, ensuring financial accuracy, data integrity, standardized processes, and effective project performance reporting. This role supports organizational decision-making through accurate forecasting, financial analysis, and continuous process improvement.

Requirements

Advanced knowledge of project controls, construction accounting, budgeting, forecasting, and cost management principles.
Strong understanding of Work-in-Progress (WIP) reporting, Estimate at Completion (EAC) forecasting, and project financial performance measurement.
Ability to work in a multi-entity or intercompany environment.
Ability to prepare and work with cost-plus and time-and-materials (T&M) contract structures.
Proficiency with ERP and project management systems, including Viewpoint Spectrum, HeavyJob/HCSS, or similar platforms.
Advanced Microsoft Excel skills and proficiency with Microsoft Office applications.
Ability to analyze financial and operational data and identify trends, risks, and opportunities.
Strong knowledge of project billing methods, including progress billing, cost-plus, time and material, and subcontract administration.
Ability to maintain accurate records and ensure data integrity across multiple systems.
Strong organizational skills with the ability to manage multiple priorities and deadlines.
Excellent written, verbal, and interpersonal communication skills.
Ability to collaborate effectively with accounting, operations, project management, and executive leadership.
Ability to support process improvement, workflow standardization, and systems implementation initiatives as needed.
Strong problem-solving, process improvement, and critical-thinking skills.
Ability to maintain confidentiality and exercise sound judgment.
Work requires willingness to work a flexible schedule.
Ability to operate a motor vehicle in a safe and efficient manner.
Bachelor's degree in Construction Management, Accounting, Finance, Business Administration, or a related field; or an equivalent combination of education and directly related experience required.
Five (5) years of experience in project controls, construction accounting, cost management, or a related field required.
Experience utilizing ERP and project management systems such as Viewpoint Spectrum, HeavyJob/HCSS, or similar software required.
Experience with Work-in-Progress (WIP) reporting and Estimate at Completion (EAC) forecasting required.
Experience with job cost structures, project billing processes, and cost management required.
Experience with project budgeting, forecasting, and financial tracking required.
Valid state driver’s license and qualified to operate a vehicle under the conditions of the Company’s Driving Policy.
Ability to pass drug, driving, and background screening.

Nice To Haves

Experience supporting project forecasting and financial planning at a portfolio or business unit level preferred.

Responsibilities

Lead project setup and configuration within ERP and project management systems, including budget imports, validation, cost code development, phase structures, and cost tracking frameworks.
Maintain and improve project setup standards, workflows, and controls across projects and business units.
Administer project controls systems, including user access, system configuration, and data integrity.
Execute and maintain project cost tracking processes, ensuring alignment between budgets, commitments, actual costs, and forecasts.
Manage cost structures, cost codes, phase adjustments, and project tracking methodologies.
Analyze project financial data and identify cost discrepancies, risks, and impacts; collaborate with project teams to implement corrective actions.
Support project managers by providing financial guidance, reporting, and cost visibility throughout the project lifecycle.
Lead accounts receivable and billing activities, including invoice preparation, draw requests, billing reconciliations, customer setup, and collections support.
Administer subcontract financial processes, including Schedule of Values (SOV) setup, subcontract change order tracking, payment coordination, and system maintenance.
Manage monthly intercompany billing activities and financial reconciliations.
Develop and maintain Work-in-Progress (WIP) schedules, Estimate at Completion (EAC) forecasts, cost projections, revenue forecasts, and project performance reports.
Support annual budgeting, long-range financial planning, and construction pipeline forecasting activities.
Lead project and year-end closeout activities, including accruals, earned revenue calculations, final cost reconciliation, and financial validation.
Ensure project financial records align with accounting records, company policies, and general ledger requirements.
Analyze project controls workflows and recommend improvements that enhance efficiency, accuracy, scalability, and standardization.
Support implementation of best practices related to project setup, cost tracking, change management, billing, forecasting, and reporting.
Provide training and guidance to project teams regarding project controls systems, financial processes, and reporting expectations.
Collaborate with accounting, operations, project management, and executive leadership to support project and business objectives.
Work in a constant state of alertness and in a safe manner.
Perform other duties as directed.