Project Controls and Workforce Coordinator

  A B O U T B RO CK : 

T h e B r ock G r o u p i s a l e a d i n g pr o v i d e r of i n d u s t r ia l s p e c ialt y s e rv i c e s t o c lie n t s a r o u n d t he w o r l d , with he a d q u a r t e r s i n Ho u s t o n , T X, a nd o p er ati n g un i t s i n C a n a d a , t he U n it e d S tates , a n d L ati n A m er i c a . W ith t he Ca n a d ia n h e a d o f f i ce i n N is k u , t h e c o mp a n y s u pp o r t s r out i n e m ai nt e n a nc e , t u r n a r o un d s , a nd i n d u s t r ia l c a p ita l p r o j e c t s b y p r o v i d i ng s e rv i c e s i nc l u d i ng s c a ff o l d i ng a n d w o r k a c c e s s , i n s u lati on, f i r e pr o o f i n g , a n d a s b es t o s a b at e m e n t , f or g e n e r a l m a i nt e n a nc e , c o n s t r uc ti o n , t ur n a r o u nd s , a nd s hu t do w n s t o w es t e r n Ca n a d ia n p r o du c e r s .

  S U MM A RY: 

T h e Project Controls & Workforce Coordinator is responsible for project financial administration, time entry, billing, reporting, workforce logistics, and onboarding coordination. This role supports project controls, accounting, operations, and field execution teams by ensuring accurate project reporting, workforce mobilization, and efficient project administration.

  E SS E N T I A L FU N CT I O N S : 

• Manage employee time entry for accurate and timely weekly payroll processing.
• Produce daily LEMs for customer approval, ensuring accurate tracking of labor, equipment, and materials.
• Oversee weekly, bi-weekly, and monthly billing for projects, ensuring alignment with client contracts and financial records.
• Prepare client/project-specific reports and perform data uploads, ensuring compliance with project and accounting requirements.
• Assist with accounts payable review, accruals, and month-end closing processes, ensuring proper reconciliation and financial reporting.
• Collaborate with accounting to monitor project budgets, track expenditures, and ensure accurate financial reporting
• Coordinate all travel and logistics arrangements for project personnel, including flights, accommodations, camp bookings, ground transportation, and rotational scheduling.
• Manage employee onboarding and mobilization requirements, ensuring all pre-access documentation, certifications, orientations, and site-specific training requirements are completed prior to deployment.
• Maintain workforce tracking reports for employee rotations, travel schedules, camp occupancy, and site assignments.
• Act as the primary liaison between project management, site supervision, camp providers, travel agencies, and employees regarding mobilization and demobilization activities.
• Coordinate crew changes and rotational schedules to ensure uninterrupted project staffing levels and efficient workforce deployment.
• Monitor employee compliance requirements, including safety certifications, site access requirements, drug and alcohol testing, and client-specific onboarding requirements.
• Assist Human Resources and Operations with workforce planning, recruitment logistics, and new hire onboarding activities.
• Prepare and distribute mobilization packages, travel itineraries, camp information, and site orientation materials.
• Track and reconcile travel, accommodation, and camp costs while ensuring compliance with project budgets and company policies.
• Support emergency travel changes and workforce logistics issues as required.

  M I N I M U M RE Q U I RE M EN T S : 

• • 5+ years of experience in an administrative role with a strong focus on bookkeeping and accounting , ideally within the construction or project management industries.
• Experience managing invoicing and billing for large-scale projects , with demonstrated accuracy in financial documentation.
• Solid understanding of basic accounting principles ; experience with accounts payable/receivable, accruals, and general ledger entries.
• Proficiency in Microsoft Excel , including advanced skills with formulas, pivot tables, and financial reporting.
• Experience or training in SAP or similar ERP systems is highly desirable.
• Strong organizational and multi-tasking abilities , with excellent attention to detail and accuracy in financial tasks.
• Ability to thrive in a fast-paced work environment and collaborate with team members as needed.
• Strong communication and interpersonal skills , with a focus on client satisfaction and financial accuracy.

  O T HER F UN C TI O NS / S U CC E S S F A C T O R S : 

• Adm i n i s t r ati on a nd M a n a g e m e nt -- K no w l e d g e o f bu s i n e s s a n d m a n a g e m e nt p r i n c i p l e s i n v o lv e d i n s t r at e g i c p la n n i n g , r es o u r ce all oc ati o n , h u m a n r es o ur c e s m o de li n g , l e a d e r s h i p t e ch n i qu e , p r o d uc ti on m e t ho d s , a nd c oo r d i n ati on of p e op l e a n d r es o u r c e s .
• P u b li c S a fe t y a n d Se c u r it y -- K no wle dge o f re l e v a nt e q u i p m e nt, po li c i e s , p r o c e d u r e s , a n d s t r a t e g ie s t o p r o m o t e e f f e c tiv e l oc a l , stat e , or n ati o n a l se c u r it y o p er ati o n s f or t h e p r o t e c ti on of p e o p le , d ata , pr o p er t y , a n d i n s tit u ti o n s .

• C oo rd i n ati on -- A d j u s ti n g a c ti ons i n r e lati on t o o t h e rs ' a c ti o ns .
• Judg m e nt a nd D e c i s i on M a k i ng -- C o n s i d er i n g t h e r e l a ti v e c o s t s a n d b e n e f it s o f p o t en tia l a c ti o n s t o cho o s e t h e m o s t a p pr op r iat e o n e .
• C r it i c a l T h i n k i n g -- U s i n g l og i c a nd r e as on i n g t o i d e n ti f y t h e s t r e ng t h s a n d w e ak n ess e s o f alte rn ativ e s o l u ti o n s , c o n c l u s i o n s o r a p p r o a c h e s t o p r o b l e m s .
• T i m e M a n a g e m en t -- M a n a g i ng o n e ' s o w n ti m e a n d t h e ti m e o f o t h e r s .
• M at h e m ati cs -- Us i n g m at h em ati cs t o s o lv e p r ob l e m s .
• Ac ti v e Le a r n i n g -- U n d e r s t a nd i ng t h e i m p li c ati ons o f n e w i n f o r m ati on f o r bo t h c u rr e nt a nd f u t u r e p r ob l e m - s o l v i n g a n d d e c i s i o n - m a k i n g.
• M on it o r i ng -- M o n it o r i n g / A s s e s s i n g p e r f o r m a n c e o f y o u r s e lf , o t h e r i n d i v i d u als , o r o r g a n izati ons to m ak e i m p r o v e m e n t s or tak e c o r r e c tiv e a c ti o n .
• R e a d i ng C o mp r e h e n s i on -- U n d e rs ta n d i n g w r it t e n s e n t en c e s a n d p a r a g r a p hs i n w o r k r e lat e d docu m e nt s .
• O r a l E x p r e s s i on -- T he a b ilit y t o co m mu n i c at e i n f o r m ati on a n d i de a s i n s p e a k i n g s o o t h e r s wil l un d e r s ta n d .
• O r a l C o mp r e h e n s i on -- T h e a b ilit y t o li s t e n t o a n d u n d e r s ta nd i n f o r m ati on a n d i de a s p r es en t e d t h r ou g h s p o k e n w o r ds a nd s e nt e nc e s .
• W r itt e n C o m p r e h e n s i on -- T h e a b ilit y t o r e a d a nd u n d e r s ta n d i n f o rm ati on a nd i d e a s p r e se n t e d i n w r iti ng.
• W r itt e n E x p r e ss i o n -- T he a b ilit y t o c o m m u n i c at e i n f o rm ati on a n d i d e a s i n w r iti n g s o o t h e r s wil l un d e r s ta n d .