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The Project Coordinator IV – Sustainability provides project coordination, cost management, and financial controls support to the Sustainability Team throughout the planning, scoping, design, procurement, construction, commissioning, and closeout of sustainability and energy-related capital improvement projects.
Working under the direction of the Sustainability Team Lead, this position supports the Cost Analyst and Project Managers and coordinates with internal departments, project teams, program management offices (PMO), program controls teams, and other stakeholders to support project budget development, funding verification, cost forecasting, financial reporting, and project establishment.
The position supports sustainability initiatives, including Energy Information Systems (EIS), Sustainability and Climate Action Roadmaps, Building Management Systems (BMS), Central Plant and Local Building Decarbonization, Central Plant Optimization, LED lighting upgrades, energy efficiency retrofits, renewable energy systems, Photovoltaic (PV) systems, microgrids, Battery Energy Storage Systems (BESS), electric vehicle (EV) charging infrastructure, electrification, and other sustainability-related capital improvement projects.
Key Responsibilities
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Provide day-to-day project coordination, cost management, and financial controls support to the Cost Analyst, Project Managers, and Sustainability Team throughout the project lifecycle.
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Prepare, organize, and maintain project management documents, records, correspondence, reports, and other project-related communications.
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Support project establishment and project proposal development by coordinating financial documentation, funding verification, preliminary budgets, cost estimates, and required reviews in accordance with established project management procedures.
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Coordinate with internal departments, project teams, PMO, Program Controls, and other stakeholders to verify project budgets, available funding, cost estimates, forecasts, and financial requirements.
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Coordinate with project teams and PMO Cost Analysts to support budget establishment, monitoring, budget transfers, and accurate financial reporting.
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Develop and maintain cost forecasts and Estimates-to-Complete (ETCs); track Change Order Requests (CORs), commitments, and funding availability.
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Monitor project budgets, expenditures, contract balances, remaining encumbrances, funding availability, and financial risks to identify potential shortfalls before they affect project delivery.
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Work with PMO Cost Analysts to verify the accuracy and integrity of project budgets and financial forecasts in accordance with established cost management procedures.
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Participate in change management and risk assessment meetings to identify cost-related trends, risks, exposures, and potential mitigation strategies.
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Perform monthly budget and cost reconciliations to support accurate month-end reporting and review expenditures across multiple funding sources.
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Coordinate with scheduling teams to assess cash flow and schedule performance impacts on costs, including variances, overruns, underruns, and forecasting concerns.
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Review financial reports, cost performance, and project progress data; communicate material variances and potential financial risks to Project Managers and appropriate stakeholders.
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Track contract Periods of Performance (POP), contract balances, remaining encumbrances, and available funding.
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Coordinate invoice oversight and reconciliation with accounting and project stakeholders to support timely and accurate payment processing.
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Collaborate with PMO to validate project budget data, support stakeholder dashboards, and maintain accurate program controls databases and financial reports.
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Gather physical completion data and coordinate updates to project budget and forecast records as appropriate.
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Proactively identify funding issues that could delay procurement, contract execution, project initiation, or other critical activities.
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Support compliance with applicable organizational requirements, project management procedures, cost management processes, and funding requirements throughout project development and implementation.
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Perform other project cost management and coordination duties as directed by the Sustainability Team Lead.
Preferred Qualifications
Experience supporting capital improvement projects within large public works, infrastructure, or educational facility construction programs.
Experience with project cost management, forecasting, Estimate-to-Complete (ETC) development, and funding verification.
Familiarity with capital improvement program financial controls, budget management, and project establishment processes.
Familiarity with Division of the State Architect (DSA) design and construction processes.
Experience supporting energy efficiency, renewable energy, electrification, or other sustainability-related capital improvement projects.
Familiarity with data visualization or analytics tools used for project cost and performance reporting (e.g., Tableau or equivalent).
Minimum Required Qualifications
Minimum of five (5) years of recent professional experience in engineering, project management, sustainability, project controls, cost management, and/or a related field.
BS/BA degree in Engineering, Construction Management, Sustainability, or a related field. Four additional years of qualifying experience beyond the minimum experience requirement may be substituted for the required education.
Advanced proficiency in Microsoft Excel, including complex formulas, pivot tables, data analysis, financial modeling, budget tracking, and reporting.
Proficiency in Microsoft Office applications, including Word, Outlook, and PowerPoint.
Proficiency with enterprise-level Project Management Information Systems (PMIS), such as Proliance, Trimble Unity, or equivalent platforms.
Strong writing, analytical, organizational, and communication skills.
Ability to work independently, coordinate with diverse stakeholders, and manage multiple project priorities.
