Facilities | Coordinator of Project Management Controls

Facilities | Coordinator of Project Management Controls Fort Wayne Community Schools Facilities & Support Services - Fort Wayne, Indiana Job Description Salary Schedule: Full time year round supervisory, exempt BASIC FUNCTION: Responsible for planning, organizing and coordinating the contract compliance aspects of the district’s Capital and Physical Plant Improvement projects. Perform a variety of specialized budget, schedule and contract compliance activities. Prepare and maintain reports related to budgeting, scheduling, implementation, completion and close‑out of related construction activities. QUALIFICATIONS: Any combination equivalent to: Associate's Degree and coursework in construction management, finance, accounting, business, or a related field and three years' experience or demonstrated equivalency of experience. Bachelor's Degree preferred. Must demonstrate strong analytical, computer, oral and written communication skills. Must have proven organizational and management skills, and advanced knowledge of specialized aspects, methods, processes, principles, practices, procedures and terminology used in the assigned field. Must be legally able to operate a motor vehicle. ESSENTIAL FUNCTIONS: Collaborate with the Director of Facilities, Coordinators of Capital Projects, administrators, support services personnel and various outside organizations in the coordination of and reporting on the construction and close‑out of Capital and Physical Plant Improvement projects. Coordinate projects, communications and information between FWCS support services, personnel, administrators, outside agencies, contractors and various local and State organizations; administer construction CMc Requests for Proposals and construction contracts for Capital and Physical Plant Improvement projects. Understand the accounting, purchasing, budgeting and technology systems and processes and how the systems interface with regards to project accounting and budgeting. Ability to problem‑solve when issues arise. Understand the technology systems, processes and specialized software in construction administration functions (Procore, Bluebeam, MS Project) and how the systems interface with contractors’ technology systems. Ability to problem‑solve when issues arise. Establish and oversee the tracking and processing of vendor payment requests; ensure approved documents are submitted in accordance with procedures. Update invoice log for all Capital and Physical Plant Improvement projects monthly and ensure correct document type, project code and G/L accounts are accurate. Evaluate contractors’ invoices. Work with the Director of Facilities to assemble invoices in accordance with contractual and financial reporting standards; compile project invoices with substantive detail. Advise FWCS staff on important matters related to funds, reports, spending guidelines, fund deadlines, fund balances, balancing funds to application grids, appropriate accounts to use and all other matters needing assistance. Maintain district’s document management system (Procore), standards, training and support of staff and outside vendors. Coordinate vendor requests for background check documentation and access to district’s facilities. Monitor and maintain contractors’ files; assemble and file construction administration and financial records using physical or digital format to include all vendor correspondence in accordance with department standards. Draft and administer Board Recommendations, design and construction contracts, change orders and close‑out documents for all Capital and Physical Plant Improvement projects. Manage all front‑end and contract standards. Peer review architectural and engineering design consultants’ front‑end specifications. Provide technical support for Capital and Physical Plant Improvement projects; audit project accounts for errors and adjust. Process, verify and audit financial forms, vendor applications for payments, schedule of values, data and documents for accuracy. Identify, evaluate and resolve financial discrepancies and issues. Ability to problem‑solve when issues arise. Input, upload and update a variety of financial and budgetary information on data systems tracking project budget and financial performance on assigned computer system. Establish and maintain automated records and files. Generate a variety of computerized lists, forms and reports. Track specific contractual issues related to projects including documentation requirements, scheduling, scope and regulatory activities. Serve as a liaison between Facilities, other FWCS departments, outside agencies, vendors and the general public concerning assigned functions and activities. Exercise independent judgment in resolving a variety of issues and problems. Oversee and maintain project‑related photographs and videos for website postings and extranet. Prepare and distribute appropriate team correspondence to include project summaries and reports for Cabinet, the Public and School Board. Coordinately regularly with the Director of Facilities and Coordinators of Capital Projects to monitor project construction schedules, action items and team deliverables. Prepare and distribute appropriate team correspondence to include project summaries and reports. Assist in project close‑out process for all projects including arranging and archiving of hard copy and digital files; receipt and archiving of necessary close‑out documents, As‑Built drawings, Owners’ Operating Manuals and turning projects over to Maintenance and Operations. Attend meetings and training sessions as required. Perform related duties as assigned by the Administrator to meet the particular needs of the building/unit. PHYSICAL REQUIREMENTS: The physical demands described here are representative of 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 the essential functions. While performing the duties of this job, the employee is regularly required to speak and hear. The employee is required to have dexterity of hands and fingers. The employee is required to sit or stand for extended periods of time. They may be occasionally required to bend at the waist, kneel or crouch. Specific vision abilities required by this job include close vision and ability to adjust focus. While performing the duties of this job the incumbent is seated or walking at will and is required to be able to push, pull, lift and carry up to 25 pounds. Job Requirements Citizenship, residency or work visa required Salary: $71,897 to $97,484 Per Year #J-18808-Ljbffr