Project Controller

The Project Controller is responsible for managing financial and administrative processes across multiple programs, projects, and work orders. The role supports document management, meeting coordination (including scheduling, preparation, and attendance), and coordination of project tasks with project team members to support project delivery and compliance with organizational standards. Work is performed under moderate to limited supervision, while more complex assignments may be completed with guidance and support.

 

Project Controls performs complex technical and coordination tasks in project planning and execution. This role is responsible for developing project controls plans, planning and scheduling and distributing resources. Work is performed with limited supervision independent judgment within defined tasks.

 

Responsibilities

• Develop comprehensive project controls plans and implement them effectively to ensure project success.

• Manage all elements of project planning and scheduling, carefully tracking each project’s timeline and adjusting as necessary.

• Review project cost management, maintaining a strong focus on budget control and resource allocation.

• Exercise risk management and contingency management skills to address potential challenges and keep projects on track.

• Ensure smooth change management processes to accommodate modifications to plans or unexpected circumstances.

• Distribute resources efficiently by using strong resource management skills and tools.

• Present accurate reports on project progress and communicate effectively with team members, stakeholders, and clients on project matters.

• Flexibility to adapt and execute various additional assignments based on evolving needs.

Preferred Requirements

1. Project Controls 

• Support project controls planning, including development/implementation of the project controls plan.
• Provide project planning and scheduling support, including tracking timelines and recommending adjustments as needed.
• Support risk management by identifying potential issues and establishing mitigation actions.
• Support change management processes to document and execute any updates to the project approach.
• Assist with resource management by using appropriate tools and practices. Provide onboarding to new members as needed.
• Support various project controls reporting efforts.

2. Document/Deliverable Management

This role will work in coordination with our administrative team and Project Manager to do the following:

• Develop project management plans, quality management plans, schedules and keeping the documents updated
• Assist with updating Egnyte folders with final deliverables.
• Review and assist in creating client-ready presentation materials for meetings and workshops, ensuring completeness and enhancing overall quality.
• This may include powerpoint presentations, meeting agendas, and meeting minutes.
• Maintain project documents and deliverables; coordinate document collection and ensure documentation is accurately filed, signed, and accessible.
• Coordinate and assist with basic setup/management of SharePoint and MS Teams resources for project collaboration.

 

3. Meeting Management

• Attend project meetings, accurately record notes and minutes, and distribute to relevant stakeholders.
• Coordinate meeting logistics, including reserving facilities and equipment, managing attendee schedules/confirmations, arranging lunches (including dietary requirements), and preparing/distributing printed materials.

4. Finances

This role will work in coordination with our Project Analyst team and Project Manager to do the following:

• Regularly review budget and track project expenses, projected costs, and remaining balances.
  • Check on team burn rates.
  • Monitor for task level variances.
• Notify the PM team when there are items that need to be addressed (with transfers, opening/closing tasks).
  • Once confirmed, help the team by conducting transfers and adjusting open/closed tasks.
• Provide QA/QC of monthly budget forecasts in order to prepare monthly Estimate to Complete (ETC) updates
• Assist PM team with estimating revenue, prepare earned value analysis, etc.
• Work with the PM team and BC Finance to understand their requests and coordinate responding to them with the project team.

5. Invoice Assistance