Project Controls Coordinator / Invoice & Cost Analyst

Job Title: Project Controls Coordinator / Invoice & Cost Analyst

Location: Valparaiso, IN (Hybrid – Tuesday, Wednesday, Thursday onsite; Monday and Friday remote)

Duration: 1-Year Contract (with possible extensions)

Rate: $35 – $43.00/hr (W2)

Work Authorization: Must be authorized to work in the United States now and in the future without the need for employment-based visa sponsorship. Sponsorship is not available for this position.

Position Overview

We are seeking a Project Controls Coordinator / Invoice & Cost Analyst to support project cost control activities across multiple initiatives. This role is responsible for validating invoices and timesheets, ensuring proper cost allocation, supporting contractor payment processing, and generating financial and operational reports.

The ideal candidate has strong analytical and administrative skills, experience working with invoices, purchase orders, timesheets, and financial data, and is comfortable working in a fast-paced project environment.

Required Qualifications

• High School Diploma required; post-secondary education preferred
• 3+ years of experience in project controls, invoicing, accounts payable, finance support, or a related role
• Experience reviewing and validating invoices, timesheets, and cost allocations
• Strong understanding of Purchase Orders (POs), Work Orders (WOs), contracts, and supporting documentation
• Strong analytical and problem-solving skills with the ability to identify discrepancies and resolve issues
• Proficiency in Microsoft Excel and other Microsoft Office applications
• Ability to manage multiple tasks and priorities in a deadline-driven environment
• Strong written and verbal communication skills
• High attention to detail and accuracy

Preferred Qualifications

• Experience working with Ariba or similar procurement / invoice workflow systems
• Experience supporting project cost controls within construction, utilities, or engineering environments
• Familiarity with Commodity Codes, Work Orders, and contractor billing processes
• Experience generating reports and supporting audits or forecasting activities

Key Responsibilities

Invoice Validation & Processing

• Review and validate vendor invoices against Purchase Orders, contracts, and governing documents
• Confirm scope of work, allowable rates, Work Orders, effective dates, and cost basis
• Ensure invoices are accurately coded and allocated using Work Orders, Commodity Codes, and related documentation
• Investigate and resolve discrepancies in invoice data, supporting documentation, or allocations
• Route validated invoices through the Ariba approval process

Timesheet Validation & Processing

• Review and validate contractor timesheets for compliance with Purchase Order terms and governing documents
• Confirm labor rates, units, Work Orders, and PO references
• Ensure accurate cost allocation and documentation for invoicing purposes
• Enter validated timesheet information into tracking databases
• Identify and resolve discrepancies in timesheets, rate calculations, or supporting documentation

Reporting & Analysis

• Generate standard and ad-hoc reports to support project cost analysis, contractor performance, and financial metrics
• Assist with compiling data for audits, internal reviews, and forecasting efforts
• Communicate findings, issues, and trends to the Manager of Project Controls and other internal stakeholders

Administrative Support

• Perform administrative and clerical support duties as assigned
• Maintain organized project records, supporting documents, and cost tracking files
• Support continuous improvement efforts related to invoice processing and cost controls

Schedule

Current hybrid schedule is:

• Monday and Friday: Remote
• Tuesday, Wednesday, Thursday: Onsite in Valparaiso, IN

Please note this schedule may change based on business needs.

Success in This Role

• Accurate and timely validation of invoices and timesheets
• Proper cost allocation and reduced payment discrepancies
• Reliable reporting and financial tracking for project teams
• Strong communication and coordination across departments and contractors