Project Controls Specialist II

Encinitas, CA
Full Time
Entry Level

Location(s): Encinitas
Practice/Department: Operations Management
Internal Title: Project Controls Specialist II
Work Environment: Hybrid
Compensation: $31.25-$35.05 hourly*

Dudek’s journey began in 1980 with a vision to serve Southern California’s water and wastewater agencies.
Today, we are a 100% employee-owned firm supporting clients nationwide and delivering projects that improve and protect the built and natural environments of communities throughout the United States. Our work has been recognized by leading industry organizations, and we’ve been honored with multiple national Top Workplace Awards.
Our employee-owners are unified by a singular commitment to supporting projects that address key societal issues, such as the transition to renewable energy, infrastructure hardening and repair, environmental protection, and community resilience.
Learn more about our award-winning culture, the benefits and perks of being a Dudekian, and the projects you will have the opportunity to shape.

Who You Are

As an employee-owner, you embrace accountability, working safely, and collaboration while thinking resourcefully and independently.
Like all Dudekians, you are curious and solution-oriented, with the ability to adapt quickly to changes and approach challenges with a spirit of innovation.

How You’ll Make an Impact

We are seeking a Project Controls Specialist to assist project managers and project accountants with general tasks associated with day-to-day execution and management of projects. The ideal candidate is thorough, organized, attentive to detail, adept at moving between many small tasks during the course of a day, and a positive, supportive presence in a variety of project teams. This is not a project management position or a project accounting position, but the employee will overlap with both of those roles at the company. 

Duties and Responsibilities

  • Assist with new project budgeting and setup
    • Work with Project Managers to prepare budget and work breakdown structure
    • Work with Project Managers to review specific contract terms i.e., restricted reimbursables, travel requirements, custom rates, invoicing requirements, etc.
    • Work with Project Accountants to set up contract records and amendments in Deltek Vantagepoint
  • Assist with ongoing management of projects and as-needed contracts
    • Preparation of necessary contract administration documentation (adding new staff, subcontractor participation, etc.)
    • Track/assist with preparation of contract task orders, change orders, expiration dates, budgets, and expenditures
  • Review and monitor financial performance of project
    • Assist with monthly project financial reviews; identify necessary corrections
    • Review labor and expense postings and adjust as necessary per terms of agreement and scope of work
  • Provide invoice support including preparation of monthly invoice breakdown and all required invoice backup; track invoice payments; monitor release of subcontractor payments per contract terms
    • Work closely with project accountants to ensure that all client invoice requirements are met
    • Interface with client on invoice status and requirements, as needed
  • Lead/help facilitate project meetings as necessary and follow up on administrative and project management-related action items
  • Maintain document management system on a per project/program basis (SharePoint/MS Teams/Server)
  • Assist Project managers in any other tasks as needed to support a project or program
  • Assist in process improvements/management efforts
  • Support Project Managers in the management of subcontracts.
    • Prepare procurement forms for subcontract initiation
    • Lead subcontractor invoice review process; obtain Project Manager approval, track approval process, and track payment coordination
    • Track budget, expenditure, and contract term for subcontracts
    • Initiate term extensions and closures of subcontracts when appropriate
  • Other duties and responsibilities:
    • Assist with project documentation and preparation of proposals and pricing profiles
    • Assist with contract/subcontract compliance issues
    • Coordinate with Project Managers, Accounting Department, Staff, and Sub consultants

Minimum Qualifications

  • Bachelor’s degree in relevant field or demonstrated equivalency of experience and/or education
  • Minimum of 3  years working in a professional environment, with preferred experience Project Controls/Project Coordinator or similar role.
  • Understanding of budgets, costs, and project lifecycles in the professional consulting environment
  • Working knowledge of Microsoft Office with excellent capabilities in MS Excel
Preferred Qualifications
  • Strong analytical skills
  • Knowledge of project management processes
  • Knowledge of finance and accounting
  • Experience with MS Project
  • Experience with Deltek Vantagepoint or Deltek Vision
  • Experience using MS Teams and SharePoint for project delivery (collaboration, file management, task management, etc.)
Compensation:$31.25-$35.05 hourly* 
*Final agreed-upon compensation will be based on a variety of factors including, but not limited to, an individual’s related experience, education, certifications, skills, and work location. Successful candidates must pass a pre-employment drug test and background check prior to beginning employment.

Working Conditions
Environment

  • This job operates in a remote or office-based environment and this role routinely uses standard office equipment such as computers, phones, printers, etc.

Physical Requirements

The physical demands described here are representative of those that must be met to successfully perform the essential functions of the job. This job requires the following:
  • Working on a computer, sitting, or standing for long periods of time in an office or remote office setting.
  • Attending meetings, both in person and virtually, and speaking on the phone with peers, clients, etc.
  • Specific vision abilities, including close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Dudek is committed to creating a workplace where all employees, regardless of their background, feel valued, respected, and have equal opportunities to succeed. We believe that a diverse and inclusive workforce is essential to our business success, and we are dedicated to fostering a culture where everyone can thrive. We are committed to fair and equitable processes, based on merit, free from any discrimination.
Dudek is genuinely committed to equal employment opportunities within our company and on our project teams. Dudek is also committed to compliance with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in Dudek’s operations and prohibits unlawful discrimination by any employee of Dudek, including supervisors and coworkers. Equal employment opportunities will be extended to all persons (including those with disability and veteran status) in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, compensation, benefits, discipline, layoff, recall, and termination. Any employee who violates this policy and Dudek’s commitment to equal employment opportunities will be subject to disciplinary action.
Dudek is a U.S.-based employer. All positions are based in the United States and require U.S. work authorization.

 
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