Project Controls Administrator II

Project Controls Administrator II

Infrastructure Engineering Inc. (I E I), a leading civil engineering firm recognized for quality, responsiveness, and prime consulting excellence, has an exciting opportunity for an experienced Project Controls Administrator II (PCA) to join our growing team. This is an opportunity to be in a key role on the IEI frontline driving revenue, cash flow, and our growth. The PCA supports the technical leadership in delivering projects in a timely, profitable manner with an emphasis on client satisfaction. Specifically, this role creates bandwidth for the Project Delivery Team (PDT) to focus primarily on successful project delivery, meeting critical deadlines, and maintaining the contract budget. This position operates in a hybrid capacity and requires a minimum of two (2) days per week in the office. Qualified candidates must reside within commuting distance to one of IEI's established markets: New York, Chicago, or Indiana.

This role partners closely firmwide with a cross section of the PDT to help develop, drive, and/or complete a broad range of administrative project tasks related to contracts and risk management, financial management, and internal management processes. Also, this role is outward facing and actively interfaces with other departments, clients, subcontractors and/or vendors to either lead or assist in routine non-technical tasks to ensure all administrative aspects of the projects are being completed. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Essential Duties and Responsibilities Includes, but not limited to, the following:

• Contracts / Risk Management
  • Prepare all contract documents and related documents and forms to ensure timely completion and execution of contracts.
  • Assist in review of the contracts to safeguard firm's exposure against risks associated with insurance requirements.
  • Manages execution and tracking of all contract and contract related documents with clients, sub consultants and vendors and notifies PDT and EVP of any deficiencies.
  • Develop and/or enhance contract and risk management processes and monitor compliance firmwide.
• Financial Management
  • Monitors project financials performance and earned value biweekly in partnership with PDT and notifies them of discrepancies or when project financial performance may be compromised.
  • Reviews and leads approval of all project invoicing on behalf of the Project Managers by acting as a liaison and closely interfacing with the Finance and Accounting Department.
  • Monitors and pursues all Account Receivables and engages appropriate internal and/or external personnel to ensure timely collection.
• Processes & Administrative
  • Interface with between PDT and other departments on variety of administrative requests consisting of completion of forms, resumes, documents, exhibits or vendor portal registrations or updates.
  • Monitors all project setups and tracking in Deltek are accurate and in accordance with established processes and guidelines.
  • Supports PDT in completion of Project Management Plans.
  • Assists EVP in auditing established project delivery processes (i.e. PMPs, Progress Reports, QAQC Compliance etc.) and reports findings.
  • Organizes and maintains firmwide project and contract files protocols.
  • Prepares and/or assists with project related documents and spreadsheets (i.e. project coordination, permits etc.) for both internal and external use.
  • Manages firm-wide fleet which includes tracking, reporting and compliance.
  • Maintains field equipment supply inventory by sourcing, procuring, and distribution.
  • Participates in internal and/or external meetings, as necessary.
  • Other duties as assigned.

To Be Successful You are built for Collaboration and Connection. You enjoy being present in the office, engaging with team members, and building meaningful relationships across departments. Whether interacting with clients, supporting project teams, or coordinating across offices, you bring a collaborative spirit and a solutions-oriented mindset. You help foster an environment where communication flows, deadlines are met, and teams move projects forward together.

Bachelor's degree in related fields (AEC, Paralegal, Consulting, Business Administration, Financial and Analytics, etc.) from an accredited institution or approved equivalent preferred; must have 6+ years' experience.

Will consider a High School Diploma/GED with 10 years plus direct related experience.

Must have intermediate to advanced hands-on experience and knowledge interpreting contracts, agreements and other legal documents.

Familiarity with the administrative requirements of public agency/publicly funded projects.

Must be an effective verbal and written communicator, communicating in grammatically correct sentences to convey information with detail and accuracy while effectively utilizing active listening skills.

Must have prior experience and be comfortable/confident collaborating with key management, leadership team members and stakeholders.

Prior experience demonstrating effective interpersonal skills working across various departments, markets and multiple locations of an organization.

Intermediate to advanced knowledge and skills in MS Office Suite (e.g., Word, Excel, PowerPoint, Outlook and Teams) other software and/or platforms (CRM, ERP or SharePoint).

Knowledge of Deltek (VantagePoint) with beginning to intermediate skills.

Must have intermediate skills creating, producing and analyzing spreadsheets and processing technical information.

Highly responsible and able to meet deadlines; good follow-through and a sense of ownership of task and process driven skills; ability to develop and improve processes.

Benefits and Perks

Highly competitive salary; and Bonus opportunities

Flexible Work Schedule

Medical, Dental, and Vision Benefits

Personal Paid Leave (Paid Time-Off)

Paid Holidays

Life Insurance

Short and Long-term Disability Program

401K Program with Employer Match

Profit Sharing

Employee Assistance Program

Employee Referral Program

Employee Appreciation Program

IEI University

An opportunity to learn and grow - Professional Development Program

Opportunity to share ideas and express your point of view

You are welcome to be your authentic self

Philanthropic Outreach and Volunteer Opportunities

Physical Demands

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk; use hands to fingers, handle, or feel objects, tools, or controls; climb; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee may lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Work Environment

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee may occasionally work outdoors in various weather conditions, possibly for an extended period depending on the assignment type.

IEI is an Equal Opportunity Employer and is committed to the principles of equal opportunity for all employees and applicants for employment. Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Infrastructure Engineering Inc.