Senior Project Controls & Contracts Administrator

Environmental Science Associates•San Francisco, CA

23d•Hybrid

About The Position

Environmental Science Associates (ESA), a 100% employee-owned environmental consulting firm, is seeking a Senior Project Controls & Contracts Administrator to support large-scale on-call work for large California state agencies. The role is an integral part of the delivery team for some of ESA’s largest and most complex projects, contracts, and client portfolios. Working with limited direction and in close partnership with Contract and Project Managers, the administrator supports contract execution, project operations, compliance, and financial performance through contract administration, project controls, and financial analysis. The position involves working directly with clients, subconsultants, and internal project teams on contract administration, progress reports and status updates, invoice submittals, staffing and rate matters, and other reporting and project needs. The administrator analyzes 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 managers, the administrator recommends actions related to contract compliance, staffing and rate structures, multiplier and profitability performance, contract modifications, resource planning, and changing project conditions. The role also reviews scopes, budgets, staffing assumptions, rates, and fee proposals to support sound pricing and effective transitions from pursuit through contract execution. The position offers a hybrid work arrangement, requires working Pacific Standard Time hours, and may require attendance at in-person meetings in Northern California. ESA describes its Northern California region as a growing, dynamic team with opportunities to collaborate, innovate, and contribute. ESA provides benefits including medical, dental, and vision insurance, company shares through its ESOP, a 401(k) plan with company match, paid vacation, sick leave, and holidays, tuition reimbursement, professional development bonuses, and conference attendance. The stated California pay range is $94,000–$132,000 USD; actual compensation depends on factors including experience, education, skills, and the applicant’s city of residence.

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, which may include the Department of Water Resources, Caltrans, California High Speed Rail Authority, or similar agencies.
Understanding of complex contract compliance and invoicing requirements and 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 clearly.
Ability to work with limited direction, anticipate team needs, exercise sound judgment, take initiative, and help move issues to resolution.
Ability to build effective partnerships across varied 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 and providing information needed for decisions and progress.
Integrity, accountability, and efficient stewardship of resources; ability to support compliance with applicable legal and contractual requirements.
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.
Availability to work Pacific Standard Time hours and attend in-person meetings in Northern California as needed.

Responsibilities

Partner with Contract and Project Managers to support effective contract execution, project operations, and financial performance.
Develop a strong understanding of contract requirements, client expectations, team responsibilities, and project commitments to anticipate needs, maintain momentum, and resolve issues.
Work directly with clients, subconsultants, and internal project team members to manage contract administration, progress reports and status updates, invoice submittals, staffing and rate matters, reporting requirements, and other project needs.
Provide timely responses and proactive follow-through to keep work moving and minimize administrative delays.
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 with Contract and Project Managers to support compliance, efficient execution, and financial performance, including strategies for 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, financially sound pricing and effective transition from pursuit through contract execution.
Support compliance with applicable legal and contractual requirements through proactive practices, research, and action.