Project Controls Coordinator

About the Company

The Project Controls Coordinator at SMC Infrastructure Solutions (SMCiS) plays a key role in supporting the Project Management (PM) team by ensuring accurate project setup, compliance and smooth closeout.

About the Role

Reporting to the Assistant Controller, this position is responsible for managing the administrative and financial aspects of projects, coordinating with stakeholders (internal and external), and ensuring adherence to company policies and contractual obligations. The Project Controls Coordinator helps maintain efficient workflows and supports successful project execution by bridging the operational needs of the PM team with financial oversight.

Responsibilities:

Project Setup and Administration:

• Collaborate with the PM team to set up projects in the company's project management and accounting systems, ensuring accurate input of budgets, schedules, and resource allocations.
• Maintain project records, including contracts, change orders, and other key documentation.
• Assist in creating and maintaining project templates and workflows, to streamline setup and reporting processes.
• Request certificates of insurance, lien releases and any required photos as required.

Contract Management:

• Track key contract terms, deliverables, and milestone, providing updates to the PM team and Accounting Manager.
• Coordinate with the PM team to address and resolve any discrepancies or issues related to project contracts.
• Create closeout packages for upcoming job closings.

Compliance and Reporting:

• Monitor projects for compliance with internal policies, regulatory requirements, and client expectations.
• Prepare and distribute status reports to stakeholders, highlighting risks or areas of concern.
• Support audits and reviews by maintaining accurate and accessible documentation.

Financial Oversight and Support:

• Assist the Assistant Controller with tracking project costs, budgets, and invoicing, ensuring financial accuracy.
• Reconcile project financials to identify discrepancies and report to stakeholders.
• Coordinate with the PM team to update project expenses and resource needs.
• Maintain monthly WIP reporting.

Team Coordination and Communication:

• Serve as the primary liaison between the Accounting and Project Management teams, ensuring alignment of project priorities and financial requirements.
• Manage the Project Closeout Coordinator.
• Facilitate effective communication between departments to address project needs and resolve issues promptly.
• Support training and onboarding for PM team members on compliance and project controls processes.

Qualifications

• BBA, Accounting, Project Management, or a related field preferred (Equivalent work experience considered).
• 2 years of experience in project controls, contract administration, or a related field.
• Experience in the telecom, infrastructure, construction, or services industry is a plus.

Skills and Competencies:

• Strong organizational skills with attention to detail and the ability to manage multiple projects simultaneously.
• Advanced knowledge of Sage 300 Construction & Real Estate (Timberline) is required.
• Advanced proficiency in Microsoft Excel and other analytical tools.
• Excellent verbal and written communication skills, with the ability to collaborate effectively across teams.
• Basic knowledge of contract management and regulatory compliance processes.
• Experience within the construction industry using percentage of completion method.
• Ability to manage multiple tasks and maintain organized records.
• Ability to work independently with excellent organizational and problem-solving skills.

Key Performance Indicators (KPIs):

• Accuracy and timeliness of project setup and reporting.
• Adherence to contractual and compliance requirements.
• Stakeholder satisfaction with project controls support and communication.

Equal Opportunity Statement

SMC Infrastructure Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age, disability, genetic information, veteran status, or any other protected status. We prohibit retaliation and protect lawful pay discussions.