Assistant Project Manager for Project Controls/Financials

About Us:

This position will support the design and construction team consisting of a director, 1-2 project managers and a design team.  This role partners closely with the facilities department; procurement department; budget/finance dept and all other colleagues necessary for collaboration and teamwork. This position must have strong computer skills with an emphasis on knowledge in Procore (project management software) and Microsoft Office Suite.  The position plays a key role in a successful construction project in keeping the project management software updated; assisting in all aspects of finanical and data management; contract administration and overall project organization.   

POSITION RESPONSIBILITIES:

1. Financial Management & Budget Oversight

• Maintain budget tracking for capital and renovation projects, ensuring accurate reconciliation of costs.
• Conduct budget vs. actual analysis, identifying cost variances and ensuring financial compliance.
• Process requisitions, purchase orders, and invoice reconciliation to ensure timely and accurate payments. 
• Support the preparation of the annual and mid-year capital budgets, including financial forecasting.
• Assist in developing and updating the 20-year Capital Plan, managing a projected budget of approximately $80 million.
• Prepare cash flow Analysis for all projects and track actuals accordingly.

 

2. Project & Contract Administration

• Prepare, track, and manage contracts, purchase orders, change orders, and financial documentation in compliance with procurement policies.
• Work closely with vendors, contractors, and procurement teams to ensure seamless project execution.
• Maintain comprehensive documentation control including contract amendments, approvals, and financial reports.
• Assist in writing and managing meeting minutes, action items, and project status reports.
• Assist in arranging meetings for the project teams.
• Tracking project milestones.
• Assist in preparing bid packages for new projects

 

3. System Transition & Data Management

• Support the transition to new Project Management Software (Procore), ensuring smooth financial data migration.
• Leverage new software to streamline financial processes and reporting.
• Generate financial reports using multiple systems (Banner, MicroMain, CMS, Procore) to provide real-time project insights.

 

4. Change Order & Compliance Management

• Monitor and process change orders, ensuring accurate financial tracking and compliance.
• Work with stakeholders to analyze financial impacts of scope changes on budget and project timelines.
• Ensure all financial records align with procurement guidelines, grant funding requirements, and internal policies.

QUALIFICATIONS:

• Bachelor’s degree in Finance, Accounting, Business Administration, Construction Management, or a related field.
• 3 years of relevant experience in financial analysis, budget management, or construction project administration.
• Experience with Project Management Software (Procore) is HIGHLY preferred.
• Advanced proficiency in Microsoft Office with an emphasis on Microsoft Excel, including pivot tables, formulas, and financial modeling.
• Strong experience in contract management, invoice reconciliation, and procurement processes.
• Excellent organizational, written, and verbal communication skills.
• Ability to work independently and manage multiple priorities in a fast-paced environment.
• Knowledge of capital planning, construction budgets, and financial reporting is a plus.
• Must be knowledgeable in AIA documents
• Must have experience using ProCore
• Must have experience in using Excel for reconciliations (ie. V-Lookup)
• Must have experience in the construction management process
• Highly recommended experience in construction pre-construction (estimating; bidding; leveling; contract administration)

Minimum Salary Range: USD $80,000.00/Yr. Maximum Salary Range: USD $90,000.00/Yr.