Project Controls Administrator

BESCO is seeking an entry-level Project Controls Administrator to support the successful planning, coordination, documentation, and execution of electrical construction projects. This role is designed for a recent graduate or early-career construction professional.

The Project Controls Administrator will work closely with Project Managers, field leadership, vendors, subcontractors, and internal teams to support project documentation, submittals, RFIs, procurement, change management, scheduling coordination, and project closeout. This is a hands-on learning role with exposure to both administrative and field operations.

The right candidate is organized, curious, and detail oriented.

Key Responsibilities

Project Controls & Reporting Support

• Maintain and update project tracking logs, including submittal logs, RFI logs, procurement logs, drawing logs, issue logs, change order logs, and closeout logs.
• Support the development and maintenance of project dashboards and status reports for Project Managers and Operations leadership.
• Assist with tracking key project milestones, schedule activities, and critical deadlines.
• Help monitor project progress against project schedules and communicate potential impacts to the Project Manager.
• Support weekly and monthly project reporting requirements.
• Assist with tracking labor productivity information, manpower reports, and field production data.
• Gather project metrics and performance indicators to support project management decision-making.
• Coordinate and maintain accurate project records within project management software platforms.

Project Assistant Functions

• Serve as an administrative support resource for multiple Project Managers and Project Teams.
• Assist in preparing meeting agendas, recording meeting minutes, and distributing action item summaries.
• Coordinate project communications between office staff, field personnel, subcontractors, vendors, engineers, architects, and owners.
• Support project startup activities including job setup, documentation requirements, and project execution planning.
• Prepare project correspondence, transmittals, notices, and other project-related communications.
• Assist with preparing monthly owner billing support documentation and project progress reports.
• Coordinate document routing and approvals between project stakeholders.
• Maintain project contact lists and stakeholder communication records.

Document Control Responsibilities

• Serve as a project document control resource to ensure consistency, accuracy, and accessibility of project information.
• Maintain current drawing sets and ensure all project stakeholders have access to the latest revisions.
• Track drawing revisions, bulletins, addenda, sketches, field directives, and engineer-issued changes.
• Monitor document workflow processes and ensure timely distribution of project information.
• Review project files regularly for completeness and compliance with company document control standards.
• Assist with document version control and electronic filing procedures.
• Archive project records in accordance with company and contractual requirements.

Scheduling Coordination

• Assist Project Managers with maintaining short-term and long-term project schedules.
• Coordinate schedule updates with field supervision and project stakeholders.
• Track upcoming activities, material deliveries, inspections, testing requirements, and critical milestones.
• Assist with identifying schedule risks and documenting recovery actions when required.
• Support look-ahead planning and weekly coordination meetings.

Cost & Financial Controls Support

• Assist with tracking project commitments, purchase orders, subcontract agreements, and vendor invoices.
• Help maintain project cost tracking reports and budget monitoring tools.
• Support monthly project cost reviews and forecasting activities.
• Assist in identifying potential budget variances and documenting cost impacts.
• Organize backup documentation supporting project financial reporting.

Qualifications

Required

• Strong organizational skills and attention to detail.
• Ability to communicate professionally.
• Ability to take ownership of assigned tasks and follow through.
• Ability to manage multiple tasks, deadlines, and priorities.
• Basic understanding of construction documents, drawings, or specifications.
• Proficiency with Microsoft Office, including Outlook, Word, Excel, and Teams.
• Willingness to learn MEP construction, project management processes, and field operations.
• Ability to work in a hybrid office/field environment.
• Ability to travel as needed for project requirements.

Preferred

• Bachelor’s degree in Construction Management, Engineering, Building Science, or a related field.
• Internship, co-op, or prior work experience in construction, engineering, architecture, or a trade contractor environment.
• Familiarity with Procore, Bluebeam, Microsoft 365, and/or Spectrum.
• Exposure to mechanical, electrical, or plumbing systems.
• Interest in growing into a Project Manager or operations leadership role.

Core Competencies

• Strong follow-through and accountability.
• Clear written and verbal communication.
• Curiosity and willingness to ask questions.
• Attention to detail without losing sight of the larger project.
• Ability to work with both office and field teams.
• Problem-solving mindset.
• Professionalism under deadline pressure.
• Commitment to safety, quality, and project success.

Physical & Work Environment Requirements

• Ability to work in both an office setting and on active construction sites.
• Ability to walk jobsites, climb stairs, and navigate uneven terrain as needed.
• Must comply with all project safety requirements, including use of required personal protective equipment.