Facilities Project Analyst

Insight Global; Goleta (CA); On-site; USD 54,000 - 66,000; Full time

Job summary

Insight Global seeks a detail‑oriented administrator to support major capital improvement projects in Goleta, CA. You will assist project managers with planning, design, bidding, and construction phases, interpret contracts for compliance, and coordinate with facilities management for in-house work related to large projects.

The role involves leading portions of weekly construction meetings, reviewing contractor payments, and ensuring documentation and labor compliance are in place.

Qualifications

• 3+ years experience within Office Administration
• Previous administrative experience within construction or general contracting
• Bachelors Degree required

Responsibilities

• Support Major Capital Improvement Projects: assist PMs with projects over $750,000, including document development for planning, design, bidding, awards, and construction phases.
• Contract Compliance: interpret contracts and agreements to ensure UC Policies and departmental procedures.
• Monitor Construction Activities: inform designers, contractors and PMs of discrepancies to ensure compliance.
• Review Construction Schedules: request revisions to reflect project progress.
• Lead Construction Meetings: chair portions of weekly meetings on RFIs, Field Orders, Change Orders, and payment status.
• Coordinate In-House Work: work with Facilities Management departments to schedule in-house work for Major Capital Projects.
• Verify Contractor Requests: review amounts requested by Contractors with PMs and Inspectors of Record.
• Prepare and Approve Applications: route and approve Applications for Payment.
• Construct Audit: manage audits and ensure documentation conforms to requirements.
• Labor Compliance: ensure labor docs are submitted and monitoring software is initiated.

Skills

Office administration

Construction coordination

Document development

Education

Bachelor's Degree

Job description

Job Description

Day-to-Day Responsibilities:

Support Major Capital Improvement Projects: Assist Project Managers with projects exceeding $750,000, including document development for project planning, design, contract bidding, contractor awards, and construction phases.

Contract Compliance: Interpret contracts and agreements, recommending changes to ensure compliance with UC Policies and departmental procedures.

Monitor Construction Activities: Keep Design Professionals, Contractors, and Project Managers informed of any discrepancies between contract documents, submittals, and physical work to ensure compliance.

Review Construction Schedules: Request revisions and updates to construction schedules as needed to accurately reflect project progress.

Lead Construction Meetings: Chair portions of weekly construction meetings related to RFIs, Field Orders, Change Orders, and Application for Payment status and updates.

Coordinate In-House Work: Work closely with Facilities Management's Lock Shop, Maintenance, Custodial, and Grounds departments to schedule and coordinate in-house work efforts related to Major Capital Projects.

Verify Contractor Requests: Review and verify amounts requested by Contractors based on the percentage of work completed during site visits, in collaboration with Project Managers and Inspectors of Record.

Prepare and Approve Applications: Prepare and approve the routing of Applications for Payment.

Under the Guidance of the Director of Design & Construction Services:

Administer Capital Improvement Projects: Manage projects of various sizes and complexity up to $35,000, including developing scope of work narratives, conducting site visits, initiating contracts, and monitoring work.

Review and Direct Construction Schedules: Ensure construction schedules are accurate and updated, directing contractors to make necessary revisions.

Lead Weekly Construction Meetings: Chair portions of meetings related to RFIs, Field Orders, Change Orders, and Application for Payment status and updates.

Coordinate with Facilities Management: Schedule and coordinate in-house work efforts with Facilities Management departments.

Certify Contractor Requests: Review and certify amounts requested by Contractors based on work completed, then prepare and approve Applications for Payment.

Construction Document Audit Process:

Develop and Manage Audits: Implement and manage the construction document audit process throughout each project phase.

Review Documentation: Ensure all RFIs, Field Orders, Cost Proposals, Change Orders, and Applications for Payment conform to regulatory requirements and departmental procedures.

Labor Compliance: Ensure all Labor Compliance documentation is submitted and monitoring software is initiated at the start of construction. Provide technical backup and resource information in collaboration with the Labor Compliance Officer.

Observe Construction Activities: Inform Project Managers of any discrepancies with contract documents to ensure compliance.

Oversee Project Closeout: Implement and direct closeout procedures and training, ensuring all warranty information, operations & maintenance manuals, and record drawings are in accordance with contract documents. Manage all record retention requirements.

Provide Technical Expertise: Offer technical expertise related to project documentation for General Counsel and Internal Auditors in the event of a claim.

Review Contractor Cost Proposals: Ensure labor rates, material quantities, costs, tax rates, and overhead and profit align with contract requirements and accurately reflect approved work.

Review Applications for Payment: Confirm accuracy of all Applications for Payment, ensuring releases, waivers, and stop notices conform to policies and procedures.

Resolve Budget and Work Order Issues: Work with Business & Financial Planning to resolve and interpret project budgets and work orders. Generate financial reports identifying discrepancies with project budgets and schedules.

This position pays $60,000

Skills and Requirements

HS Diploma or equivalent3+ years experience within Office AdministrationPrevious Administrative experience within construction or general contractingBachelors Degree

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal employment opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment without regard to race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request to [e-mail].