Assistant Project Manager for Project Controls/Financials

This position supports the design and construction team, partnering closely with facilities, procurement, budget/finance departments, and other colleagues to ensure collaboration and teamwork. The role requires strong computer skills, particularly in Procore (project management software) and Microsoft Office Suite, and plays a key role in maintaining project management software, financial and data management, contract administration, and overall project organization.

Responsibilities

• Maintain budget tracking for capital and renovation projects, ensuring accurate reconciliation of costs.
• Conduct budget vs. actual analysis, identifying cost variances and ensuring financial compliance.
• Process requisitions, purchase orders, and invoice reconciliation to ensure timely and accurate payments.
• Support the preparation of the annual and mid-year capital budgets, including financial forecasting.
• Assist in developing and updating the 20-year Capital Plan, managing a projected budget of approximately $80 million.
• Prepare cash flow analysis for all projects and track actuals accordingly.
• Prepare, track, and manage contracts, purchase orders, change orders, and financial documentation in compliance with procurement policies.
• Work closely with vendors, contractors, and procurement teams to ensure seamless 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.
• Assist in arranging meetings for the project teams.
• Track project milestones.
• Assist in preparing bid packages for new projects.
• Support the transition to new Project Management Software (Procore), ensuring smooth financial data migration.
• Leverage new software to streamline financial processes and reporting.
• Generate financial reports using multiple systems (Banner, MicroMain, CMS, Procore) to provide real-time project insights.
• Monitor and process change orders, ensuring accurate financial tracking and compliance.
• Work with stakeholders to analyze financial impacts of scope changes on budget and project timelines.
• Ensure all financial records align with procurement guidelines, grant funding requirements, and internal policies.

Requirements

• Bachelor’s degree in Finance, Accounting, Business Administration, Construction Management, or a related field.
• 3 years of relevant experience in financial analysis, budget management, or construction project administration.
• Experience with Project Management Software (Procore) is highly preferred.
• Advanced proficiency in Microsoft Office with an emphasis on Microsoft Excel, including pivot tables, formulas, and 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.
• Must be knowledgeable in AIA documents.
• Must have experience using Procore.
• Must have experience in using Excel for reconciliations (e.g., V-Lookup).
• Must have experience in the construction management process.
• Highly recommended experience in construction pre-construction (estimating, bidding, leveling, contract administration).

Pay

Minimum Salary Range: USD $80,000.00/Yr. Maximum Salary Range: USD $90,000.00/Yr.