Facilities | Coordinator of Project Management Controls

Facilities | Coordinator of Project Management Controls

Fort Wayne Community Schools Facilities & Support Services - Fort Wayne, Indiana

Salary

Schedule:

Full time year round supervisory, exempt

BASIC FUNCTION:

Responsible for planning, organizing and coordinating the contract compliance aspects of the district’s Capital and Physical Plant Improvement projects. Perform a variety of specialized budget, schedule and contract compliance activities. Prepare and maintain reports related to budgeting, scheduling, implementation, completion and close-out of related construction activities.

QUALIFICATIONS :

Any combination equivalent to:
Associate's Degree and course work in construction management, finance, accounting, business, or related field and three years' experience or demonstrated equivalency of experience. Bachelor's Degree preferred. Must demonstrate strong analytical, computer, and oral and written communication skills. Must have proven organizational and management skills, and have advanced knowledge of specialized aspects, methods, processes, principles, practices, procedures and terminology used in assigned field.

Must be legally able to operate a motor vehicle.

ESSENTIAL FUNCTIONS:

• Collaborate with the Director of Facilities, Coordinators of Capital Projects, administrators, support services personnel and various outside organizations in the coordination of and reporting on the construction and close-out of Capital and Physical Plant Improvement projects.
• Coordinate projects, communications and information between FWCS support services, personnel, administrators, outside agencies, contractors and various local and State organizations;
  Administer construction CMc Requests for Proposals and construction contracts for Capital and Physical Plant Improvement projects.
• Understand the accounting, purchasing, budgeting and technology systems and processes and how the systems interface with regards to project accounting and budgeting. Ability to problem solve when issues arise.
• Understand the technology systems, processes and specialized software in construction administration functions (Procore, Bluebeam, MS Project) and how the systems interface with contractors’ technology systems. Ability to problem solve when issues arise.
• Establish and oversee the tracking and processing of vendor payment requests; ensure approved documents are submitted in accordance with procedures. Update invoice log for all Capital and Physical Plant Improvement projects monthly and ensure correct document type, project code and G/L accounts are accurate. Evaluate contractors’ invoices. Work with the Director of Facilities to assemble invoices in accordance with contractual and financial reporting standards;
  
  compile project invoices with substantive detail.
• Advise FWCS Staff on important matters related to funds, reports, spending guidelines, fund deadlines, fund balances, balancing funds to application grids, appropriate accounts to use and all other matters needing assistance.
• Maintain district’s document management system (Procore), standards, training and support of staff and outside vendors. Coordinate vendor requests for background check documentation and access to district’s facilities. Monitor and maintain contractors’ files; assemble and file construction administration and financial records using physical or digital format to include all vendor correspondence in accordance with department standards.
• Draft and administer Board Recommendations, design and construction contracts, change orders and close out documents for all Capital and Physical Plant Improvement projects. Manage all front-end and contract standards. Peer review architectural and engineering design consultants’ front-end specifications.
• Provide technical support for Capital and Physical Plant Improvement projects; audit project accounts for errors and adjust. Process, verify and audit financial forms, vendor applications for payments, schedule of values, data and documents for accuracy. Identify, evaluate and resolve financial discrepancies and issues. Ability to problem solve when issues arise.
• Input, upload and update a variety of financial…