Project Contract Coordinator

Who We Are

Swayzer Engineering, Inc. is seeking a Project Controls professional to support Dikita Engineering on a major Dallas Independent School District (DISD) project. The selected candidate will be employed by Swayzer Engineering, Inc. and work closely with Dikita’s Project Controls Group, supporting billing and invoicing, financial controls, contracts and procurement, project documentation, and day-to-day project operations.

Who You Are

The Project Controls Coordinator will work closely with project managers, vendors, contractors, and internal stakeholders to ensure invoices and pay applications are accurate and processed timely, financial and contract information is properly tracked, and project documentation remains organized and compliant. The ideal candidate is highly organized, analytical, and comfortable managing multiple priorities in a fast-paced project environment.

 

This is an excellent opportunity for a detail-oriented professional with experience in project controls, construction administration, billing, contracts, or financial coordination to contribute to a high-profile infrastructure program.

What You'll Do

Billing & Invoicing

• Review vendor invoices and general contractor (GC) pay applications for accuracy, completeness, proper formatting, and compliance with contractual and client requirements.
• Develop and maintain standardized billing templates, invoicing procedures, and pay application guidelines.
• Process vendor invoices and GC pay applications through the full approval and payment cycle, including required approvals, Oracle reporting, and SharePoint submission.
• Partner with vendors, Project Managers, and internal stakeholders to resolve invoice and pay application discrepancies and ensure timely processing.
• Maintain invoice and pay application tracking systems, documentation, approvals, payment status, retainage, and related records.
• Monitor change-related documentation, including Change Orders, CAEAs, CAELs, and AERAs, and ensure updates are accurately reflected in financial tracking.
• Ensure monthly invoicing documentation meets applicable compliance and SBE reporting requirements.
• Develop and implement procedures and provide training to Project Managers on pay application review and submission best practices.

Purchase Orders & Financial Closeout

• Lead purchase order closeout activities by coordinating with Project Managers, vendors, and client representatives to resolve outstanding balances, obtain final documentation, and facilitate timely closure.
• Track purchase order status and financial information within Oracle and other client-required systems.
• Prepare and coordinate monthly bond reporting and ensure financial information is accurate and up to date.
• Monitor change management financials and ensure change orders and related cost adjustments are properly documented and recorded.
• Maintain accurate and transparent financial tracking to support reporting, audit readiness, and project oversight.

Contracts, Procurement & Documentation

• Prepare Assignments of Work (AOWs) and Statements of Work (SOWs) based on vendor proposals and project requirements.
• Review vendor submissions and contract-related documentation for completeness, accuracy, and compliance with procurement and contractual requirements.
• Support the development, review, and execution of professional service agreements, new contracts, and contract amendments.
• Maintain contract and project data for CSP, CMAR, and JOC delivery methods within client-required systems.
• Assist with front-end bidding and procurement documentation and incorporate feedback as needed.
• Manage project documentation and maintain organized records within SharePoint and other designated repositories.
• Prepare professional communications with vendors and internal stakeholders regarding proposals, contracts, modifications, documentation, and project-related matters.

Administrative & Operational Support

• Coordinate meetings, calendars, agendas, and other administrative activities for the Project Controls Group.
• Prepare board-level and executive documentation as requested by leadership.
• Coordinate onboarding and offboarding activities, including documentation and system access.
• Maintain IT inventory and coordinate with client IT and Construction Services teams to ensure equipment is properly tracked and accounted for.

What You Bring

• BS degree in business administration, contracts, or related field; relevant experience may be considered in lieu of a degree.
• Must be able to operate independently, using his/her/their own technical and professional experience and knowledge in all areas of contract administration.
• Must possess a clear understanding of project management and work effectively with an integrated project team.
• Must have experience with various contract types.
• Must have a strong working knowledge of professional and construction services.

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