Project Controls Coordinator-Contract Administrator

Stantec • Roseville, CA

3d

About The Position

The Project Controls Coordinator-Contract Administrator supports delivery of government and public-agency projects by ensuring contract and financial compliance. Working with Project Management, Project Controls, Project Accounting, and Marketing and Business Development, the role coordinates contract requirements and financial documentation to help project teams apply requirements consistently and reduce financial and compliance risk.

The position supports project controls and billing, including project setups, rate and gross margin reviews, rosters, invoice alignment, and the preparation and maintenance of billing support and financial documentation. It also coordinates subconsultant contract compliance and obligations, contributes cost or pricing input to proposals and client submittals, tracks project cost performance, prepares month-end reports, and identifies and escalates compliance risks. The role maintains organized, auditable records and may support Project Managers or Project Controllers with other project-related tasks.

Requirements

• Knowledge of consulting and/or public-agency contract administration and applicable procurement laws, rules, and regulations.
• Ability to interpret and apply policies, procedures, contracts, budgets, and cost or pricing information.
• Experience preparing contract documentation and proposal responses.
• Strong analytical, negotiation, issue-resolution, written communication, and verbal communication skills.
• Ability to work professionally across Stantec teams and with client staff.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Bachelor’s degree or equivalent experience in business, project management, finance, or a related field.
• Typically 5+ years of experience supporting transportation or public-sector projects.
• Strong understanding of consulting contracts, DOT billing requirements, and financial compliance.
• Highly organized, detail-oriented, and comfortable working across multiple teams.

Nice To Haves

• Experience with Caltrans or other state DOT contracts is strongly preferred.

Responsibilities

• Ensure compliance with state and federal contractual requirements across prime contracts, task orders, amendments, and modifications.
• Interpret and consistently apply financial terms, including rates, fee structures, funding limits, and authorization requirements.
• Track and report project cost performance and prepare month-end reports for project management and clients.
• Provide contract compliance guidance to project teams.
• Support project setups, rate and gross margin reviews, and roster coordination.
• Coordinate with Project Controls and Project Accounting to confirm invoices align with contract requirements and approved rates.
• Maintain complete and accurate billing support, financial exhibits, client forms, and other required documentation.
• Support Project Managers and/or Project Controllers with other project-related tasks as needed.
• Ensure subconsultant agreements and documentation comply with requirements.
• Coordinate subconsultant compliance activities, including approvals, insurance, funding limits, and required documentation.
• Track subconsultant contractual obligations and review and track subconsultant invoices in coordination with the project team.
• Coordinate across project functions to align contract, financial, billing, and pursuit requirements.
• Support cost or pricing input for proposals, task-order pursuits, and client submittals.
• Identify and escalate compliance risks and support corrective actions.
• Maintain organized, auditable contract and financial records in accordance with client and company standards.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level