Project Coordinator – Project Controls

Position Summary Location

ST. LOUIS, MO 63130

37.5

The Project Coordinator I – Project Controls supports the Project Manager I – Campus Planning & Capital Projects in implementing and maintaining project controls and records management processes for the university’s capital projects portfolio. This position assists with budgeting, cost tracking, scheduling, risk tracking, document control, and reporting to help ensure that projects are delivered on time, within budget, and in compliance with university policies and standards.

The Project Coordinator I works closely with project managers, financial staff, and external consultants/contractors to collect, organize, and analyze data, and to maintain accurate and complete project records.

• Assist the Project Controls Manager with implementing standardized project controls procedures, tools, and templates (cost, schedule, change management, records, and reporting).
• Develop and coordinate project controls process for specific larger projects.
• Help maintain project controls documentation and ensure adherence to established standards and workflows.
• Support the preparation, review, and maintenance of project control plans for assigned projects.

• Maintain organized project files (digital and physical) in accordance with university records management policies and retention schedules.
• Audit existing project files to ensure compliance with institutional records requirements.
• Ensure proper document control, including consistent file naming, version control, and indexing for contracts, change orders, RFI responses, schedules, meeting minutes, and other project records.
• Coordinate the collection and storage of project documentation from project managers, consultants, and contractors.

• Enter and maintain data in project controls and document management systems (e.g., cost tracking, scheduling, and document control platforms).
• Help ensure data accuracy and consistency across systems and projects.
• Support user training and onboarding for project controls tools as directed by the Project Controls Manager.
• Contribute to continuous improvement initiatives by identifying process inefficiencies and suggesting enhancements.

• Assist in the development and maintenance of project budgets, cost logs, and cash flow forecasts.
• Enter, update, and reconcile cost data, including commitments, invoices, and change orders.
• Analyze data and prepare cost reports and summaries for project managers and the Project Controls Manager.
• Coordinate with Finance and Accounting to ensure accurate cost coding, documentation, and compliance with university financial policies.
• Determine best contract for commitment to mitigate financial risks.
• Support the review of contractor pay applications and consultant invoices for completeness and accuracy.

• Determine appropriate project performance indicators and track them.
• Prepare project status reports and dashboards (cost, schedule, risk, and documentation) for internal use and leadership review.
• Compile and analyze data from multiple projects to support portfolio-level reporting prepared by the Project Controls Manager.
• Assist in preparing materials for presentations to campus stakeholders, committees, and leadership.
• Respond to information requests from project managers, finance staff, and other stakeholders regarding project status, costs, and documentation.
• Track Capital Projects Key Performance Indicators for capital projects.

• Collaborate with project managers, Facilities staff, Finance, Procurement, IT, and external partners to facilitate accurate and timely project information flow.
• Provide administrative and analytical support to the Project Controls Manager and project teams as needed.
• Participate in project and departmental meetings and document key decisions, actions, and follow-up items.

• Normal office environment.

• Typically sitting at a…