Facilities Project Analyst

Day-to-Day Responsibilities:


Support Major Capital Improvement Projects: Assist Project Managers with projects exceeding $750,000, including document development for project planning, design, contract bidding, contractor awards, and construction phases.


Contract Compliance: Interpret contracts and agreements, recommending changes to ensure compliance with UC Policies and departmental procedures.


Monitor Construction Activities: Keep Design Professionals, Contractors, and Project Managers informed of any discrepancies between contract documents, submittals, and physical work to ensure compliance.


Review Construction Schedules: Request revisions and updates to construction schedules as needed to accurately reflect project progress.


Lead Construction Meetings: Chair portions of weekly construction meetings related to RFIs, Field Orders, Change Orders, and Application for Payment status and updates.


Coordinate In-House Work: Work closely with Facilities Management's Lock Shop, Maintenance, Custodial, and Grounds departments to schedule and coordinate in-house work efforts related to Major Capital Projects.


Verify Contractor Requests: Review and verify amounts requested by Contractors based on the percentage of work completed during site visits, in collaboration with Project Managers and Inspectors of Record.


Prepare and Approve Applications: Prepare and approve the routing of Applications for Payment.


Under the Guidance of the Director of Design & Construction Services:


Administer Capital Improvement Projects: Manage projects of various sizes and complexity up to $35,000, including developing scope of work narratives, conducting site visits, initiating contracts, and monitoring work.


Review and Direct Construction Schedules: Ensure construction schedules are accurate and updated, directing contractors to make necessary revisions.


Lead Weekly Construction Meetings: Chair portions of meetings related to RFIs, Field Orders, Change Orders, and Application for Payment status and updates.


Coordinate with Facilities Management: Schedule and coordinate in-house work efforts with Facilities Management departments.


Certify Contractor Requests: Review and certify amounts requested by Contractors based on work completed, then prepare and approve Applications for Payment.


Construction Document Audit Process:


Develop and Manage Audits: Implement and manage the construction document audit process throughout each project phase.


Review Documentation: Ensure all RFIs, Field Orders, Cost Proposals, Change Orders, and Applications for Payment conform to regulatory requirements and departmental procedures.


Labor Compliance: Ensure all Labor Compliance documentation is submitted and monitoring software is initiated at the start of construction. Provide technical backup and resource information in collaboration with the Labor Compliance Officer.


Observe Construction Activities: Inform Project Managers of any discrepancies with contract documents to ensure compliance.


Oversee Project Closeout: Implement and direct closeout procedures and training, ensuring all warranty information, operations & maintenance manuals, and record drawings are in accordance with contract documents. Manage all record retention requirements.


Provide Technical Expertise: Offer technical expertise related to project documentation for General Counsel and Internal Auditors in the event of a claim.


Review Contractor Cost Proposals: Ensure labor rates, material quantities, costs, tax rates, and overhead and profit align with contract requirements and accurately reflect approved work.


Review Applications for Payment: Confirm accuracy of all Applications for Payment, ensuring releases, waivers, and stop notices conform to policies and procedures.


Resolve Budget and Work Order Issues: Work with Business & Financial Planning to resolve and interpret project budgets and work orders. Generate financial reports identifying discrepancies with project budgets and schedules.


This position pays $60,000

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Required Skills & Experience

HS Diploma or equivalent
3+ years experience within Office Administration
Previous Administrative experience within construction or general contracting


Nice to Have Skills & Experience

Bachelors Degree


Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.