Senior Project Controls & Contracts Administrator

Environmental Science Associates•San Francisco, CA

23d•$94,000 - $132,000•Hybrid

About The Position

Environmental Science Associates (ESA), a 100% employee-owned environmental consulting firm, is seeking a Senior Project Controls & Contracts Administrator with at least 10 years of experience. This professional will be an integral member of the delivery team for large-scale on-call work with large California state agencies, potentially including the Department of Water Resources, Caltrans, and the California High Speed Rail Authority. The role combines contract administration, project controls, and financial analysis with proactive problem-solving and strategic thinking to support efficient execution, strong financial performance, and exceptional client service. The position has a hybrid work arrangement, requires working Pacific Standard Time hours, and may require attending in-person meetings in Northern California. Working with limited direction, the administrator partners closely with Contract and Project Managers on some of ESA’s largest and most complex projects, on-call contracts, and client portfolios. They build a detailed understanding of contract requirements, client expectations, team responsibilities, and project commitments, and use it to anticipate needs, maintain momentum, and resolve issues. The role involves working directly with clients, subconsultants, and internal team members on contract administration, progress reports and status updates, invoice submissions, staffing and rate matters, reporting requirements, and other project needs. The administrator analyzes project and portfolio performance against contracted scope, schedule, budget, staffing, and approved rates; prepares and presents performance reports and monthly forecasts; and identifies trends, risks, anomalies, and opportunities. In partnership with Contract and Project Managers, they recommend actions that support compliance, efficient execution, and financial performance, including approaches to staffing and rate structures, multiplier and profitability performance, contract modifications, resource planning, and changing project conditions. They also work with regional and project leadership to review scopes, budgets, staffing assumptions, rates, and fee proposals, supporting accurate pricing and effective transitions from pursuit through contract execution. ESA describes its Northern California region as growing and dynamic, with opportunities for collaboration, innovation, and professional growth. The organization offers an employee-owned, inclusive workplace focused on environmental stewardship and sustainable, resilient communities. Compensation is listed at $94,000–$132,000 USD for California, with actual compensation depending on factors including relevant experience, education, skills, and location.

Requirements

At least 10 years of experience in contract administration, project coordination and controls, and financial analysis.
Prior experience administering contracts with large California state agencies, potentially including the Department of Water Resources, Caltrans, the California High Speed Rail Authority, or similar agencies.
Understanding of complex contract compliance and invoicing requirements, and of how contract terms, staffing and rate structures, budgets, and project execution affect financial performance.
Ability to connect detailed project requirements to broader performance and communicate trends, risks, opportunities, and recommended actions.
Proactive, solution-oriented problem-solving skills; ability to work with limited direction, anticipate needs, exercise sound judgment, and help resolve issues.
Ability to build effective partnerships across different personalities and working styles while maintaining ownership and accountability.
Clear and effective written and verbal communication skills, including the ability to explain complex information to managers, clients, subconsultants, and other interested parties.
Comfort communicating about complex, sensitive, and/or confidential matters.
Integrity, accountability, and efficient stewardship of resources.
Bachelor’s degree in business or a combination of equivalent education and experience; additional years of experience may be considered in lieu of a degree.
Ability to work Pacific Standard Time hours and attend in-person meetings in Northern California as needed.

Responsibilities

Administer contracts and support project operations and financial performance for complex projects, on-call contracts, and client portfolios.
Work with clients, subconsultants, and internal project team members on contract administration, progress reports, status updates, invoice submissions, staffing and rate matters, reporting requirements, and other project needs.
Anticipate project and contract team needs, maintain momentum, resolve issues, and provide timely responses and proactive follow-through.
Analyze project and portfolio performance against contracted scope, schedule, budget, staffing, and approved rates.
Prepare and present performance reporting and monthly forecasts; identify trends, risks, anomalies, and opportunities.
Recommend actions to support contract compliance, efficient execution, and strong financial performance, including strategies involving staffing and rate structures, multiplier and profitability performance, contract modifications, resource planning, and changing project conditions.
Review scopes, budgets, staffing assumptions, rates, and fee proposals with regional and project leadership to support accurate pricing and effective transition from pursuit through contract execution.
Support compliance with applicable legal and contractual requirements through proactive practices, research, and action.