Job Description

Position Overview:

The PROCEDEO Group, a national Design/Construction Program Management Company , is seeking an on-site Controls Coordinator to support the financial, document, and compliance controls of design and construction programs. This role is responsible for maintaining accurate project records, supporting invoice and pay application processing, ensuring contract and procurement compliance, tracking project documentation and milestones, and assisting with project closeout activities. The Controls Coordinator works closely with the Controls Manager and project teams to ensure timely, accurate reporting, effective cost control, and adherence to program standards throughout the project lifecycle.

Key Responsibilities:

• Maintain document controls, ensuring all files are organized, accessible, and up to date in the digital document management system (Egnyte).
• Assist the Controls Manager with processing pay applications/invoice reviews, ensuring all documentation is correct and submitted on time.
• Review, research and resolve invoices with discrepancies
• Review and Research Construction Contracts for invoice submission and payment requirements.
• Assists with monthly or year-end close as needed.
• Lead and oversee project closeouts and provide construction support, ensuring all documentation, compliance, and completion requirements are met according to company and project standards.
• Facilitate the transfer of all final project records to stakeholders, ensuring that all compliance and regulatory requirements are met during the project closeout process.
• Assist in monitoring construction progress and support the project teams by managing the documentation of key milestones, ensuring all records are accurate and up to date in the company’s document management system (Egnyte).
• Oversee the open record requests and delay claims, ensuring compliance and timely responses.
• Manage the routing of paid invoices as they come in, ensuring they are saved into Egnyte and input into the tracking system accurately. Verify information on invoices against the District’s AP system.
• Assist the Controls Manager with updating Sub-Status logs and verify sub change orders against, when applicable.
• Act as point of contact for mail handling, tracking, and distribution.
• Communicate effectively and provide quality customer service to staff, vendors, contractors, and Owners.
• Respond promptly to inquiries regarding third-party contracts, procurement activities, and related issues.
• Maintains and adheres to ethical business practices.
• Perform all other tasks and duties as assigned.

Qualifications:

• Bachelor’s degree in Construction Management, Accounting, Business Administration, or a related field, or equivalent professional experience.
• 2–4 years of experience in construction program controls, project coordination, or administrative support within design/construction programs.
• Strong experience with document management systems (e.g., Egnyte) and maintaining organized, accurate project records.
• Proficiency in reviewing, processing, and reconciling invoices, pay applications, contracts, and change orders, ensuring accuracy and compliance.
• Excellent organizational, time-management, and detail-oriented skills, with the ability to track multiple tasks, deadlines, and program documentation simultaneously.
• Effective written and verbal communication skills, including collaboration with internal teams, contractors, vendors, and clients, while maintaining professionalism and ethical business practices.

Employment Benefits:

Employee Benefits include a negotiable salary, 401K (with company match), full medical/dental/vision insurance, paid time off, life and disability insurance, paid maternity and paternity leave, tuition reimbursement, HSA and FSA medical plans as available to fulltime company employees.

About the PROCEDEO Group:

PROCEDEO is a national leader in alternative project delivery methods for architecture and construction, as well as cutting-edge construction technology within the education and municipal sectors. We oversee full portfolios of capital projects for K-12 districts, municipalities and universities from conception through all phases of procurement to completion. Our team prides itself on providing exceptional service while remaining attentive to client needs. We specialize in delivering projects efficiently and effectively, maintaining a client-focused approach.

PROCEDEO is an equal employment opportunity company. For more information on our culture, history and portfolio of work and services, please visit

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