Project Controls Coordinator - W

Position: Project Controls Coordinator - 5W997945

The Project Controls Coordinator (PCC) is responsible for ensuring all projects are fully compliant, financially aligned, and continuously maintained in an execution-ready and invoice-ready state from start through close.

The PCC owns the integrity, progression, and financial health of each assigned file, ensuring compliance with SBU requirements, protecting gross profit, reducing cycle times, and maintaining a clean and accurate WIP.

This role operates as a control and coordination layer across all departments, ensuring all required actions are completed by the appropriate teams and that no file stalls due to missing information or misalignment.

The PCC does not manage client relationships or project outcomes but is accountable for ensuring projects are structured, supported, and ready to move forward and be billed at all times.

Core Competencies

• Financial Control
• WIP Management
• Compliance
• Cross-Functional Coordination
• Cycle Time Reduction

Key Responsibilities 1. Financial Control, Compliance & File Integrity

• Validate alignment between estimates, budgets, POs, and invoices
• Action any applicable contract creation required by PM; send to client and request applicable billing
• Create and monitor payment schedules as required on file
• Own and maintain an accurate Project Control workbook as applicable
• Ensure all trade commitments are financially supported and within approved scope
• Monitor and flag risks impacting gross profit
• Ensure all billable work (including change orders) is captured, documented, and recoverable
• Audit invoice packages prior to submission for accuracy and completeness
• Ensure compliance with all SBU requirements, including:
• SLA timelines — PCC monitors and enforces; PM executes
• Documentation standards
• Financial and billing requirements
• Maintain files in a complete, accurate, and audit-ready state at all times
• Confirm projects are financially complete and ready for closure upon invoicing:
• All POs issued
• All costs accounted for
• No outstanding financial gaps
• Approved vendor invoices ready for payment

2. Project Readiness, Progression & WIP Control

• Defined scope
• Identified trades
• Budget alignment
• Schedule provided
  * trade awareness.
• Required documentation
• Maintain projects in a continuous invoice-ready state
• Control progression by ensuring:
• No stage advances with missing requirements
• No work proceeds without proper structure
• Maintain a clean, accurate, and actionable WIP
• Maintain clean and accurate project control workbooks as applicable

Reduce cycle time by identifying and resolving:

• Stale or inactive files
• Bottlenecks between stages
• Missing actions

Ensure timely progression through all project stages:

• Assignment Estimate
• Estimate Execution
• Execution Invoice
• Invoice Close
• Ensure completed work is invoiced promptly; gross profit is confirmed prior to closure

3. Cross-Functional Coordination & Execution Control Ensure all required actions are completed by the appropriate departments:

• Estimating
• Bid Desk
• Vendor Relations
• Internal Teams

Initiate, assign, and track tasks:

• Define scope
• Assign ownership
• Align timelines
• Follow through to completion

Support (but do not own) trade and pricing activities:

• Vendor Relations sourcing & vetting
• PM trade selection, pricing, scheduling
• PCC ensures alignment with scope and financials

Assign administrative tasks to PMA team, including:

• Invoice issuance
• Document uploads
• PO entry and tracking
• File updates
• WA/Contract creation and send off
• Provide clear inputs for execution: billing summaries, supporting documentation, and instructions
• Review all completed work to ensure accuracy, completeness, and alignment with scope and financial requirements

Operate on exceptions, not tasks, including:

• Missing estimates
• Missing POs
• Budget overruns
• Missing change orders
• Stalled files
• Assign corrective actions and ensure resolution

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