Job Description

The Project Controller is responsible for managing financial and administrative processes across multiple programs, projects, and work orders. The role supports document management, meeting coordination (including scheduling, preparation, and attendance), and coordination of project tasks with project team members to support project delivery and compliance with organizational standards. Work is performed under moderate to limited supervision, while more complex assignments may be completed with guidance and support.

Project Controls performs complex technical and coordination tasks in project planning and execution. This role is responsible for developing project controls plans, planning and scheduling and distributing resources. Work is performed with limited supervision independent judgment within defined tasks.

Responsibilities

• Develop comprehensive project controls plans and implement them effectively to ensure project success.

• Manage all elements of project planning and scheduling, carefully tracking each project’s timeline and adjusting as necessary.

• Review project cost management, maintaining a strong focus on budget control and resource allocation.

• Exercise risk management and contingency management skills to address potential challenges and keep projects on track.

• Ensure smooth change management processes to accommodate modifications to plans or unexpected circumstances.

• Distribute resources efficiently by using strong resource management skills and tools.

• Present accurate reports on project progress and communicate effectively with team members, stakeholders, and clients on project matters.

• Flexibility to adapt and execute various additional assignments based on evolving needs.

Preferred Requirements

1. Project Controls

• Support project controls planning, including development/implementation of the project controls plan.
• Provide project planning and scheduling support, including tracking timelines and recommending adjustments as needed.
• Support risk management by identifying potential issues and establishing mitigation actions.
• Support change management processes to document and execute any updates to the project approach.
• Assist with resource management by using appropriate tools and practices. Provide onboarding to new members as needed.
• Support various project controls reporting efforts.

2. Document/Deliverable Management

This role will work in coordination with our administrative team and Project Manager to do the following:

• Develop project management plans, quality management plans, schedules and keeping the documents updated
• Assist with updating Egnyte folders with final deliverables.
• Review and assist in creating client-ready presentation materials for meetings and workshops, ensuring completeness and enhancing overall quality.
• This may include powerpoint presentations, meeting agendas, and meeting minutes.
• Maintain project documents and deliverables; coordinate document collection and ensure documentation is accurately filed, signed, and accessible.
• Coordinate and assist with basic setup/management of SharePoint and MS Teams resources for project collaboration.

3. Meeting Management

• Attend project meetings, accurately record notes and minutes, and distribute to relevant stakeholders.
• Coordinate meeting logistics, including reserving facilities and equipment, managing attendee schedules/confirmations, arranging lunches (including dietary requirements), and preparing/distributing printed materials.

4. Finances

This role will work in coordination with our Project Analyst team and Project Manager to do the following:

• Regularly review budget and track project expenses, projected costs, and remaining balances.
  • Check on team burn rates.
  • Monitor for task level variances.
• Notify the PM team when there are items that need to be addressed (with transfers, opening/closing tasks).
  • Once confirmed, help the team by conducting transfers and adjusting open/closed tasks.
• Provide QA/QC of monthly budget forecasts in order to prepare monthly Estimate to Complete (ETC) updates
• Assist PM team with estimating revenue, prepare earned value analysis, etc.
• Work with the PM team and BC Finance to understand their requests and coordinate responding to them with the project team.

5. Invoice Assistance

This role will work in coordination with our Project Analyst team and Project Manager to do the following:

• Maintain billing spreadsheets and keeping them current as invoices are sent out and paid.
• Understand where all our project team invoices and sub invoices are in terms of being created, submitted, and paid for.
• Development of cover letter content and review
• Understand project status and assist with percent billing along side the project manager and deputy project manager
• While the PA should lead the invoicing process, the project controller should help to keep the team on track by pushing items forward as needed.

7. Subcontractors

• Responsible for the understanding the subcontracting process including being aware of the subcontractor’s scope, their current status within the scope, and their payment status.
• Work with the PM team as necessary to resolve any issues.
• Maintain tracking log of sub expenses.

8. Adapt and execute additional assignments as needs evolve.

Qualifications

• Strong understanding and skills in project accounting/scheduling/resource management, and accounting principles and billing processes.
• Proficiency in project management tools (e.g., Microsoft Project, P6, or equivalent cost applications).
• Detail-oriented with excellent organizational and documentation skills.
• Ability to manage multiple work orders and deadlines simultaneously.
• High degree of flexibility and adaptability in a fast‑paced environment.
• Strong verbal and written communication skills to support team coordination.
• Action oriented.
• Ability to take ownership of tasks, follow through, and provide regular updates to the PM team.

Mentorship

• May provide mentorship, guidance, support, and knowledge-sharing to help less experienced team members develop their skills and grow within their roles.

Skills and Competencies

• Advanced knowledge of project management principals, theory and application of industry standard systems/tools.

• Profound knowledge of project controls plan development, planning and scheduling, and cost management.

• Advanced knowledge of risk management, contingency management, and change management technologies.

• Strong skills in resource management, handling multiple priorities professionally, with a high degree of flexibility and adaptability.

• Strong communication and reporting skills to maintain transparency and team coordination.

Experience

• Typically, a minimum of 4 years project controls or related experience is required.

Education

• A bachelor’s degree in Project Management, Engineering, Business Administration or a related field, or equivalent work experience is required.

Salary Range: The anticipated starting pay range for this position is based on the employee’s primary work location and may be more or less depending upon skills, experience, and education. These ranges may be modified in the future.

Location B: $64,000 - $87,000

You can view which BC location applies to you here. If you have any questions, please speak with your Recruiter.

Benefits and Other Compensation: We provide a comprehensive benefits package that promotes employee health, performance, and success which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off and parental leave, paid holidays, 401(k) retirement savings plan with employer match, performance-based bonus eligibility, employee referral bonuses, tuition reimbursement, pet insurance and long-term care insurance. Click here to see our full list of benefits.

About Brown and Caldwell

Headquartered in Walnut Creek, California, Brown and Caldwell is a full-service environmental engineering and construction services firm with 50 offices and over 2,100 professionals across North America and the Pacific. For more than 75 years, we have created leading-edge environmental solutions for municipalities, private industry, and government agencies. We strive to be the company of choice—to our clients, who benefit from our passion for delivering exceptional quality, and to our employees, present and future, who share our commitment to client service, collaboration, and innovation. Join us, and you will find a home where you can do your best work, reach new levels of expertise, and enjoy exceptional development opportunities. For more information, visit www.brownandcaldwell.com

This position is subject to a pre-employment background check and a pre-employment drug test.

Notice to Third Party Agencies: Brown and Caldwell does not accept unsolicited resumes from recruiters or employment agencies. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement and approved engagement request with Brown and Caldwell, Brown and Caldwell reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency.

Brown and Caldwell is proud to be an EEO/AAP Employer. Brown and Caldwell encourages protected veterans, individuals with disabilities, and applicants from all backgrounds to apply. Brown and Caldwell ensures nondiscrimination in all programs and activities in accordance with Title VI of the Civil Rights Act.

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