Project Specialist

Project Specialist

Supervisor:
Senior Project Manager

Classification:
Full-time, Exempt

The Project Specialist is responsible for discretionary oversight, financial analysis, and strategic coordination of project documentation and cost control. This role manages procurement, subcontracts, schedules, and closeout, performing high-level functions directly related to the management and general business operations. The Specialist exercises independent judgment to ensure projects maintain efficiency, compliance, and profitability in direct support of the Project Manager’s financial and contractual ownership.

The Specialist will work closely with Project Manager to ensure risk mitigation and prioritization of tasks. Specialist will liaise between Project Manager, Subcontractors, clients and other key stakeholders for effective communication of project updates and progress.

• Project Planning & Schedule Management
  • Project Initiation:
    Own and manage the comprehensive project start-up process, including handoff coordination, and ensuring all prerequisite documentation is in place (contracts, insurance, sub-tier prequalification, bonds, permits, and COIs).
  • Systems Execution & Handoff:
    Execute the administrative project startup by initiating processes in all internal systems (Scoop, Raken, Dropbox Master File Index), project setup. Cradle-to-Grave (C2G) Scheduling:
    Manage and update the C2G schedule for projects, ensuring all phases (from contract award to final closeout) are actively tracked and provide detailed scheduling analysis to the PM for final approval.
  • Financial Management:
    Create and drive meeting with Project Manager to review and execute forecasted billings, AR/AP aging reviews, SOV creation, and change order status updates
  • Pre-Mobilization Requirements:
    Own planning and execution of pre-mobilization meetings, including site safety requirements, local hire requirements, crane logistics, site services, the master schedule and partnering with the Superintendent for manpower/equipment planning.
  • Meeting Coordination:
    Schedule and coordinate all logistical meetings required (e.g., Project Contract Kickoff, Project Kickoff w/Client, Design Review/Page Turn, & Pre-Mobilization Meetings).
• Contract, Procurement & Subcontractor Control
  • Scope & Contract Review:
    Review Contracts and pertinent Exhibits to ensure the Construction team has all necessary information to execute the build portion of the project (Scope, Budget, Labor Compliance, Safety, Site Conditions, etc.). Know, understand, and adhere to all Contract Document requirements.
  • Contract Value Integrity:
    Directly track executed Change Orders (COs) and ensure the contract value in the accounting software is accurately maintained.
  • Procurement Execution:
    Independently manage and execute the procurement plan by sourcing and ordering all main Bills of Material (BOM) in conjunction with PMs and General Foremen. Review all orders from main vendors for accuracy.
  • Procurement Support:
    Ensure projects have necessary materials needed to execute work timely.
  • Subcontracting & Change Orders:
    Prepare and draft all Change Orders and subcontract amendments—including scope summaries and cost calculations—while managing all related communications and coordinating the collection, verification, and organization of required documentation for the Project Manager’s final review and approval.
  • Back charges:
    As assigned, prepare and issue all back charges to sub-subcontractors and vendors upon completion of the back charge work and monitor same for collection.
• Documentation, Quality & Communication
  • Technical Coordination:
    Serve as the primary liaison between Engineering & Construction teams to ensure excluded work (conduit, power, low voltage) is coordinated properly with GC/Owner management.
  • Submittal Review:
    Thoroughly review and track all submittal packages from Sub-Subcontractors and Vendors to verify compliance with the Contract Document and coordinate with other trades. Upon approval, expedite material procurement and delivery.
  • Document Control Ownership:
    Own the project contract documentation process to ensure accuracy and timeliness…