Project Controls Administrator II

Join us at the intersection of

INGENUITY & INCLUSION

About the Role

Infrastructure Engineering Inc. (IEI), a leading civil engineering firm recognized for quality, responsiveness, and Prime consulting excellence, has an exciting opportunity for an experienced Project Controls Administrator II (PCA) to join our growing team. This is an opportunity to be in a key role on the IEI frontline driving revenue, cash flow, and our growth. The PCA supports the technical leadership in delivering projects in a timely, profitable manner with an emphasis on client satisfaction.

Specifically, this role creates bandwidth for the Project Delivery Team (PDT) to focus primarily on successful project delivery, meeting critical deadlines, and maintaining the contract budget.

This position operates in a hybrid capacity and requires a minimum of two (2) days per week in the office. Qualified candidates must reside within commuting distance to one of IEI's established markets:
New York, Chicago, or Indiana.

This role partners closely firmwide with a cross section of the PDT to help develop, drive, and/or complete a broad range of administrative project tasks related to contracts and risk management, financial management, and internal management processes.

Also, this role is outward facing and actively interfaces with other departments, clients, subcontractors and/or vendors to either lead or assist in routine non-technical tasks to ensure all administrative aspects of the projects are being completed. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Essential Duties and Responsibilities

Includes, but not limited to, the following:

1) Contracts / Risk Management

a. Prepare all contract documents and related documents and forms to ensure timely completion and execution of contracts.

b. Assist in review of the contracts to safeguard firm's exposure against risks associated with insurance requirements.

c. Manages execution and tracking of all contract and contract related documents with clients, sub consultants and vendors and notifies PDT and EVP of any deficiencies.

d. Develop and/or enhance contract and risk management processes and monitor compliance firmwide.

2) Financial Management

a. Monitors project financials performance and earned value biweekly in partnership with PDT and notifies them of discrepancies or when project financial performance may be compromised.

b. Reviews and leads approval of all project invoicing on behalf of the Project Managers by acting as a liaison and closely interfacing with the Finance and Accounting Department.

c. Monitors and pursues all Account Receivables and engages appropriate internal and/or external personnel to ensure timely collection.

3) Processes & Administrative

a. Interface with between PDT and other departments on variety of administrative requests consisting of completion of forms, resumes, documents, exhibits or vendor portal registrations or updates.

b. Monitors all project setups and tracking in Deltek are accurate and in accordance with established processes and guidelines.

c. Supports PDT in completion of Project Management Plans.

d. Assists EVP in auditing established project delivery processes (i.e. PMPs, Progress Reports, QAQC Compliance etc.) and reports findings.

e. Organizes and maintains firmwide project and contract files protocols.

f. Prepares and/or assists with project related documents and spreadsheets (i.e. project coordination, permits etc.) for both internal and external use.

g. Manages firm-wide fleet which includes tracking, reporting and compliance.

h. Maintains field equipment supply inventory by sourcing, procuring, and distribution.

i. Participates in internal and/or external meetings, as necessary.

j. Other duties as assigned.

To Be Successful

You are built for Collaboration and Connection. You enjoy being present in the office, engaging with team members, and building meaningful relationships across departments. Whether interacting with clients, supporting project teams, or coordinating across offices, you bring a collaborative spirit and a solutions-oriented mindset. You help foster an environment where…