Controls Coordinator / Project Controls Administrator

Position Summary
The Controls Coordinator / Administrator supports the successful delivery of a construction project through rigorous budget control, procurement administration, and payables management. The role is site based and ensures accurate cost tracking, timely processing of commitments and invoices, and compliance with project cost and procurement procedures. This position serves as a key interface between the site team, procurement, finance, and contractors.

Key Responsibilities
Project Cost & Budget Controls
·       Maintain and administer the project cost control system, including budgets, cost codes, and forecasts
·       Track committed costs, actual costs, and cost-to-complete
·       Support preparation of monthly cost reports, cash flow forecasts, and variance analyses
·       Monitor budget changes and assist with change order controls
·       Ensure cost data accuracy, completeness, and alignment with approved budgets
·       Assist with earned value and cost performance tracking, where applicable
Procurement Administration
·       Support the procurement lifecycle, including requisitions, approvals, purchase orders, and subcontracts
·       Ensure procurement activities comply with project procedures, approval thresholds, and audit requirements
·       Maintain procurement and contract registers
·       Track delivery status and commercial milestones in coordination with the site and procurement teams
·       Support contract administration related to cost and payment terms
Payables & Invoice Management
·       Administer contractor and supplier payables for site works
·       Review and verify invoices against contracts, purchase orders, delivery records, and progress certifications
·       Coordinate payment approvals in line with project governance
·       Support monthly payment cycles and ensure timely and accurate processing
·       Resolve invoice discrepancies in coordination with site, procurement, and finance teams
Site Support & Coordination
·       Maintain a strong on site presence to support construction activities and commercial administration
·       Coordinate closely with site engineers, supervisors, and construction management
·       Support progress measurement and payment certification
·       Participate in site meetings where cost, procurement, or payment matters are discussed
Reporting, Records & Compliance
·       Maintain accurate and auditable cost, procurement, and payment records
·       Support internal and external audits
·       Ensure compliance with company policies, project controls procedures, and contractual requirements
·       Assist with project close out activities including final accounts and cost reconciliation

Required Qualifications
Education
·       Diploma or Bachelor’s degree in Construction Management, Quantity Surveying, Engineering, Accounting, Finance, or related field
Experience
·       3–7 years of experience in a project controls, cost administration, or commercial administration role
·       Prior experience on commercial construction projects strongly preferred
·       Hands on experience with budget tracking, procurement administration, and payables
Technical Skills
·       Strong knowledge of construction cost controls and procurement processes
·       Proficiency in Excel and project cost control systems (e.g., SAP, Oracle, Procore, Aconex, or similar)
·       Ability to interpret contracts, purchase orders, and payment terms
·       Familiarity with cost coding structures and financial controls
Soft Skills & Competencies
·       High attention to detail and strong organizational skills
·       Ability to work effectively in a site based, fast paced environment
·       Strong communication skills for coordination with multiple stakeholders
·       Proactive, reliable, and accountable
·       Strong ethical standards and commitment to compliance

Work Environment
·       Primarily on site at an active commercial construction project
·       Interaction with site teams, contractors, procurement, and finance functions
·       Occasional extended hours aligned with construction activities and payment cycles

Key Success Factors
·       Accurate and timely cost and payment data
·       Effective coordination between site, procurement, and finance
·       Strong control of budgets and commitments
·       Consistent compliance with project controls procedures