Section Manager Project Administration

Pace Bus•Arlington Heights, IL

1d•Onsite

About The Position

Under the direction of the Department Manager, Capital Infrastructure, the Section Manager, Project Administration directs activities, trains contract administration staff, and manages the documentation process for contract administration of all Capital Infrastructure contracts and projects. Responsible for management and mentoring contract administrators and construction document controllers for both Design and Construction and Facilities Maintenance Sections to ensure effective execution of capital project administration deliverables. Maintaining department status and tracking systems, with weekly and monthly updates. Monitors team workload, assesses and prioritizes project tasks and ensures contract administrators meet department and agency schedules including timely execution of high priority tasks such as invoice and pay application processing. Keeps/organizes records for labor compliance. Supervises and drafts sole source justifications, board memos, and produces technical documentation as needed. Designing, organizing, implementing and maintaining project documentation files and structure to ensure consistency across the department and throughout project files. Serves as e-Builder Administrator and technical support for the department. Maintaining and monitoring construction pay application and vendor invoices, processes for approval, and associated documentation and control. Coordinates with department project management/field staff for accuracy of amounts billed. Oversees staff responsible for investigating discrepancies in pay applications and change order proposals, reviews staff work to confirm proper execution of reconciliation processes, as well as provides development focused feedback to support continuous improvement. Coordinates with department project management/field staff and Section Managers for evaluation of contract requirements vs. change order work as well as approach to implementing and processing contract changes. Performing other duties as assigned.

Requirements

Bachelor’s degree in accounting, finance, or construction project management related field(s) with documented construction project accounting and finance acumen.
Minimum of ten (10) years of construction project administration, construction project documentation management, and change order review experience with progressive responsibility managing multiple projects simultaneously and individual responsibility for technical submittal and pay application review and compliance.
Three years of supervisory experience that includes day-to-day employee management, assigning tasks, providing guidance, monitoring performance, and dispute resolution.
Experience reviewing and negotiating, analyzing for correctness, and approving construction and design professional pay applications.
Valid driver’s license with a good driving history.
Proficient using computers including Microsoft Office suite applications (Outlook, Word, Excel).
Experience and high proficiency using Oracle, e-Builder, SharePoint, Bluebeam, Adobe Acrobat or similar software platforms is required.
Excellent people, project, organization and time management skills.
Efficient written and oral communication techniques are required.
Strong cross-platform electronic organizational thought process, personnel and schedule management.
Independent research, problem solving, teamwork, and prioritization skills.
Self-starter.
Very strong analytical and critical thinking abilities to find and correct arithmetic discrepancies and other forensic accounting skills needed to analyze construction contractor change order requests utilizing technical discipline leads as needed to support their analysis with minimal management oversight.
Ability to detect and investigate root cause and effectively resolve inconsistencies in pay applications and change order proposals.
Ability to lead staff to achieve goals through clear guidance, encouragement, and effective task prioritization.

Responsibilities

Directs activities, trains contract administration staff, and manages the documentation process for contract administration of all Capital Infrastructure contracts and projects.
Manages and mentors contract administrators and construction document controllers for both Design and Construction and Facilities Maintenance Sections.
Maintains department status and tracking systems, with weekly and monthly updates.
Monitors team workload, assesses and prioritizes project tasks and ensures contract administrators meet department and agency schedules.
Keeps/organizes records for labor compliance.
Supervises and drafts sole source justifications, board memos, and produces technical documentation as needed.
Designs, organizes, implements and maintains project documentation files and structure to ensure consistency across the department and throughout project files.
Serves as e-Builder Administrator and technical support for the department.
Maintains and monitors construction pay application and vendor invoices, processes for approval, and associated documentation and control.
Coordinates with department project management/field staff for accuracy of amounts billed.
Oversees staff responsible for investigating discrepancies in pay applications and change order proposals, reviews staff work to confirm proper execution of reconciliation processes, and provides development focused feedback.
Coordinates with department project management/field staff and Section Managers for evaluation of contract requirements vs. change order work as well as approach to implementing and processing contract changes.
Performs other duties as assigned.