Project Controls Specialist

CLASS SUMMARY:

Provides administrative and operational support for capital and Operations & Maintenance (O&M) projects. This role supports financial tracking, records retention and document control, and day-to-day coordination to help ensure projects and operational work are organized, compliant, and executed efficiently. This position serves as a foundational role supporting project control processes and departmental operations.

ESSENTIAL DUTIES:

• Provide day-to-day administrative support to the department.
• Coordinates meetings, including scheduling, agenda preparation, logistics, and capturing/distributing minutes and action items.
• Maintains department calendars, shared schedules, and coordination activities.
• Supports onboarding coordination for new employees including but not limited to; access, workspace readiness, and required requests.
• Manages departmental equipment and related requests with appropriate service providers.
• Orders office, environmental, and safety supplies in accordance with procurement requirements.
• Administers safety apparel and boot program tracking.
• Tracks and reconciles monthly Operations & Maintenance (O&M) invoices, verifying coding, supporting documentation, and approvals.
• Supports Purchase Card (P-Card) reconciliation, expense tracking, and timely submission of required documentation.
• Assists with budget and funding setup/updates within project and financial tracking systems.
• Maintains organized files to support audits, reporting, and internal controls for financial transactions.
• Initiates, requests, tracks, and close work orders and service requests; follow up to support timely completion.
• Coordinates project communications and status updates, including tracking key milestones, deliverables, and open items.
• Attends Operations Administration and pre-construction meetings as needed, documents decisions, action items, and follow-ups.
• Assists with project closeout by gathering required documentation and supporting handoff to asset management teams.
• Serves as the department Record Retention Liaison by maintaining retention schedules, tracking record inventories, and supporting compliance activities.
• Coordinates archival, retrieval, and shredding processes in accordance with retention requirements.
• Maintains accurate and organized project files, including correspondence, invoices, meeting notes, and closeout documentation.
• Orders and distributes plan sets, blueprints, and specification books as needed.

Performs other duties of a similar nature and level as assigned.

EDUCATION & EXPERIENCE:

Minimum Education:  HSD/GED

Minimum Years of Direct Experience:  3 or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  Progressively responsible experience providing administrative support and project coordination.

LICENSING/CERTIFICATIONS:

Required

• Maintains Security Identification Display Area (SIDA) clearance.
• Valid Driver’s License

DEMONSTRATED KNOWLEDGE OF:

• Administrative office practices and procedures, including scheduling, meeting coordination, and preparation of agendas, minutes, and correspondence.
• Financial tracking practices, including invoice processing, reconciliations, and maintenance of supporting documentation for audit readiness.
• Basic budgeting concepts and internal controls related to purchasing, P-Card transactions, and expense documentation.
• Records management and document control principles, including retention requirements, file organization, and confidentiality standards.
• Project coordination fundamentals, including tracking action items, milestones, deliverables, and supporting project closeout documentation.
• PMIS and document management tools (PMWeb preferred), and Microsoft Office applications including Excel, Word, and PowerPoint.

DEMONSTRATED SKILL IN:

• Providing high-quality administrative support, including scheduling, meeting logistics, agenda/minutes preparation, and follow-up on action items.
• Maintaining accurate records and document control systems, including file organization, retention support, and confidentiality practices.
• Organization and documentation management.
• Coordinating project and operational support activities by tracking requests/work orders, milestones, deliverables, and closeout items.
• Using PMIS/document management systems (PMWeb preferred) and Microsoft Office applications, including building and maintaining spreadsheets, logs, and basic reports.
• Attention to detail.
• Willingness to learn and apply project controls processes.
• Clearly and effectively communicating verbally and in writing with internal and external stakeholders.
• Customer service mindset.
• Prioritizing and organizing multiple tasks, meeting deadlines, and producing accurate work with minimal supervision in a fast-paced environment.
• Applying sound judgment, attention to detail, and analytical/problem-solving skills to resolve issues and improve processes.
• Establishing and maintaining effective, fair, cooperative, collaborative, and respectful working relationships.

Why Join Us?

BENEFITS:  (Full Time Positions)

• 100% Employer Paid Health & Wellness Center
• Comprehensive Insurance Options: Medical, dental, vision and life insurance, including a $0 premium medical plan option and no spousal surcharge
• CVG CARES: $2,500 employer paid childcare subsidy
• Health Savings Account & Dependent Care Flexible Spending Account
• Retirement Plans: Employer and employee contributions to KY Public Pension Authority retirement plan
• KY Deferred Comp Plans: 401(k) and 457 options
• Generous Paid Time Off: Including 10 holidays a year
• Employee Assistance Program
• Voluntary Wellness Program: Earn financial incentives and paid time off
• Tuition Reimbursement and Professional Development Programs
• Performance Reward Program (potential to earn up to $2100.00 annually)
• Onsite Fitness Facilities

Don’t meet every requirement?

If you are excited to make a positive impact for our region, but your experience doesn’t align perfectly, we encourage you to apply.  You may be the right candidate for CVG Airport, whether it be this role or another.