Job Description

Project Controls Administrator
Position : Project Controls Administrator
Reports to : Project Controls Manager                                            Date Last Revision: 07/13/2025                                                         

 

A. Job Responsibilities

As a Project Controls Administrator, you will be responsible for supporting the project controls team by gathering, entering, and managing project-related data, coordinating meetings, and assisting in maintaining key operational documents and schedules. The ideal candidate will be highly organized, tech-savvy, and eager to learn. This role plays a critical part in ensuring smooth processes and accurate documentation to support successful project execution.

B. Job Functions
Summary of Essential Duties and Responsibilities

1. 1. Excellent organizational skills
   2. Professional in all aspects of his/her behavior.
   3. Good Communication skills, both oral and written.
   4. Ability to multitask and work in a fast-paced environment. 
   5. Must be self-motivated and work without direct supervision.
   6. Ability to organize and prioritize workload to meet deadlines.

C. Essential Duties and Responsibilities include the following. Other duties may be assigned .

1. Collect project data from field personnel and input it into relevant project management systems and databases.
2. Prepare and distribute reports, dashboards, and tracking sheets to project teams and leadership.
3. Coordinate and schedule meetings, including managing invitations, preparing agendas, and documenting action items.
4. Assist in the maintenance of our Standard Operating Procedures (SOPs) and ensure documentation remains up to date.
5. Assist in maintaining and regularly updating the company’s Master Playbook to reflect current processes and best practices.
6. Support project scheduling by helping to update and monitor timelines, milestones, and deliverables.
7. Assist in the day-to-day operations of the Project Controls Division and improve departmental workflows.
8. Help maintain a historical data repository for project information, ensuring data is well-organized and accessible.
9. Act as a liaison between field teams, project managers, and internal departments to facilitate effective communication.
10. Assist with other tasks as needed

D. Competencies
To perform the job successfully, an individual should demonstrate the following competencies:

1. Lives out and promotes the Company's core values of Safety, Integrity, Communication, Excellence, and Determination.
2. Customer Service – Manages difficult or emotional situations; Responds promptly to employee needs; Meets commitments.
3. Planning/Organizing – Prioritizes and plans work activities; Uses time efficiently; plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
4. Adaptability – Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Able to operate with a sense of urgency when necessary and juggle multiple projects with competing deadlines.
5. Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions.
6. Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others’ ideas and tries new things.
7. Communication - Excellent communication skills, including listening, asking clarifying questions when needed, writing, and a superior attention to detail.

E. Education and Experience

1. 1- 3 years of experience in administrative or project management duties, preferably in a Construction Industry.
2. Familiarity with project scheduling tools such as Primavera P6 or Microsoft Project a plus.
3. Expert level in using MS Office Suite (Outlook, Word, Excel, PowerPoint, Teams…).
4. Strong computer skills and the ability to learn new systems and software quickly.
5. Excellent verbal and written communication skills. Proficiency in written and spoken English.
6. Highly organized and detail-oriented with strong time management abilities.
7. Ability to multitask and prioritize in a dynamic, fast-paced environment.
8. Willingness to learn and adapt to evolving business needs and technology.

Job Tags

Full time,

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