Overview
This role supports a design and construction team comprising a director, project managers, and design staff. It involves close collaboration with facilities, procurement, budget/finance departments, and other colleagues to ensure effective teamwork. The position requires strong computer skills, particularly with Procore project management software and Microsoft Office Suite. The role is critical in maintaining updated project management software, assisting with financial and data management, contract administration, and overall project organization.
Responsibilities
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Financial Management & Budget Oversight
- Maintain budget tracking for capital and renovation projects with accurate cost reconciliation.
- Conduct budget versus actual analysis to identify cost variances and ensure financial compliance.
- Process requisitions, purchase orders, and invoice reconciliation for timely and accurate payments.
- Support preparation of annual and mid-year capital budgets, including financial forecasting.
- Assist in developing and updating a 20-year Capital Plan managing a projected budget of approximately $80 million.
- Prepare cash flow analysis for all projects and track actual expenditures.
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Project & Contract Administration
- Prepare, track, and manage contracts, purchase orders, change orders, and financial documentation in compliance with procurement policies.
- Collaborate with vendors, contractors, and procurement teams to ensure smooth project execution.
- Maintain comprehensive documentation control including contract amendments, approvals, and financial reports.
- Assist in writing and managing meeting minutes, action items, and project status reports.
- Arrange meetings for project teams and track project milestones.
- Assist in preparing bid packages for new projects.
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System Transition & Data Management
- Support transition to new Project Management Software (Procore), ensuring smooth financial data migration.
- Utilize software to streamline financial processes and reporting.
- Generate financial reports using multiple systems (Banner, MicroMain, CMS, Procore) to provide real-time project insights.
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Change Order & Compliance Management
- Monitor and process change orders with accurate financial tracking and compliance.
- Analyze financial impacts of scope changes on budget and project timelines with stakeholders.
- Ensure all financial records comply with procurement guidelines, grant funding requirements, and internal policies.
Qualifications
- Bachelor’s degree in Finance, Accounting, Business Administration, Construction Management, or related field.
- Minimum of 3 years relevant experience in financial analysis, budget management, or construction project administration.
- Experience with Procore Project Management Software is highly preferred.
- Advanced proficiency in Microsoft Office, especially Excel (pivot tables, formulas, financial modeling).
- Strong experience in contract management, invoice reconciliation, and procurement processes.
- Excellent organizational, written, and verbal communication skills.
- Ability to work independently and manage multiple priorities in a fast-paced environment.
- Knowledge of capital planning, construction budgets, and financial reporting is a plus.
- Familiarity with AIA documents.
- Experience in construction management processes.
- Recommended experience in construction pre-construction activities such as estimating, bidding, leveling, and contract administration.
Compensation
- Maximum salary: USD $85,000 per year.