Project Controls Coordinator 4

M.C. Dean, Inc•Tysons, VA

22h•Onsite

About The Position

The Project Controls Administrator will provide administrative, data coordination, and reporting support to the Project Controls and Scheduling team for engineering and construction projects. Under the direction of Project Controls leadership, maintains project records, coordinates reporting inputs and deadlines, prepares standard reporting packages, and supports consistent use of project controls procedures and systems. Works with schedulers, Project Managers, Operations, and support departments to obtain complete and timely information. Technical scheduling decisions, baseline approvals, and performance analysis remain with the designated schedulers and project leadership.

Requirements

High school diploma or equivalent with 4+ years of related experience.
Two or more years of experience in administrative support, project coordination, document control, data coordination, or a related role.
Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint, including spreadsheet sorting, filtering, basic formulas, and report formatting.
Demonstrated ability to maintain accurate records, coordinate multiple deadlines, communicate professionally, and learn internal project controls systems and procedures.
Strong attention to detail and data integrity when maintaining project records, entering approved information, and checking reports against source documentation.
Ability to organize recurring reporting cycles, manage multiple deadlines, and follow established procedures while recognizing when an issue requires escalation.
Working proficiency with Excel and document preparation tools to organize data, perform basic reconciliations, and produce clear, consistent reports.
Ability to learn project controls terminology, including Work Breakdown Structure (WBS), activities, milestones, baselines, labor hours, and reporting periods.
Clear written and verbal communication; able to prepare meeting notes, request missing information, and coordinate effectively with technical and nontechnical personnel.
Sound judgment in handling confidential information, maintaining document control, and working within assigned system permissions and approval requirements.

Nice To Haves

Associate's or bachelor's degree in Business Administration, Construction Management, Project Management, or a related discipline.
Administrative or reporting experience supporting engineering, construction, fabrication, or a project controls team.
Exposure to Primavera P6 or Microsoft Project, including navigation, standard reports, and supervised data entry.
Experience with SharePoint, Power BI report navigation, InfraLink / Job Connect, CMS / eCMS, PM Online, or comparable project management systems.
Experience with Excel pivot tables, lookup functions, and reconciliation of information from multiple sources.

Responsibilities

Maintain project and scheduler assignment lists, reporting calendars, contact directories, and deliverable trackers; follow up on overdue items and escalate unresolved needs.
Coordinate collection of schedule status, progress, staffing, budgeted labor-hour, and actual-hour inputs from project teams and designated source systems for recurring reporting cycles.
Enter and reconcile approved data in established templates and project controls systems; retain supporting documentation and route questionable inputs to the responsible scheduler or data owner.
Perform checklist-based data quality reviews for missing fields, duplicate records, inconsistent project identifiers, Work Breakdown Structure (WBS) codes, activity references, and reporting dates; document exceptions for correction.
Compile, format, and distribute approved schedule reports, labor-hour summaries, staffing charts, dashboard extracts, and presentation materials using established templates and distribution lists.
Maintain controlled copies of schedules, baseline records, reports, correspondence, and supporting files in SharePoint or other approved repositories; follow version control, retention, and authorized data-sharing procedures.
Coordinate schedule review meetings, reporting meetings, and training sessions; prepare agendas, record decisions and action items, and follow up with assigned owners.
Maintain administrative logs for reporting issues, constraints, change requests, and approvals; track status and due dates without independently approving technical or contractual changes.
Support department onboarding, training records, staffing rosters, and organizational charts; coordinate software access and license requests with authorized system owners and Information Technology.
Maintain approved reporting templates, checklists, work instructions, and training materials; incorporate revisions provided by Project Controls leadership.
Support internal reviews, audits, and project closeout by retrieving records, compiling requested evidence, tracking corrective actions, and organizing approved archives.
Identify recurring administrative delays or data quality issues and recommend improvements to routine workflows; perform other related administrative duties as assigned.