Project Controls Admin: Scheduling & Data Coordination

M.C. Dean; Tysons (VA); On-site; USD 45,000 - 55,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

Disability insurance

Paid time off

Tuition reimbursement

401k Retirement Plan

Military Reserve pay offset

Paid maternity leave

Job summary

M.C. Dean in Tysons, VA is seeking a Project Controls Administrator to provide administrative, data coordination, and reporting support to the Project Controls and Scheduling team on engineering and construction projects.

Under the direction of Project Controls leadership, you will maintain project records, coordinate inputs and deadlines, prepare standard reporting packages, and support use of project controls procedures and systems. Collaboration with schedulers, PMs, and IT is essential.

Qualifications

• High school diploma with 4+ years of related experience.
• Experience in administrative support, project coordination, document control, or data coordination.
• Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint.
• Ability to maintain accurate records, coordinate multiple deadlines, and learn internal project controls systems.

Responsibilities

• Maintain project and scheduler lists, reporting calendars, contact directories, and deliverable trackers; follow up on overdue items and elevate unresolved needs.
• Coordinate collection of schedule status, progress, staffing, budgeted labor-hour, and actual-hour inputs from project teams and designated source systems for recurring reporting cycles.
• Enter and reconcile approved data in established templates and project controls systems; retain supporting documentation and route questionable inputs to the responsible scheduler or data owner.
• Perform checklist-based data quality reviews for missing fields, duplicate records, inconsistent project identifiers, Work Breakdown Structure (WBS) codes, activity references, and reporting dates; document exceptions for correction.
• Compile, format, and distribute approved schedule reports, labor-hour summaries, staffing charts, dashboard extracts, and presentation materials using established templates and distribution lists.
• Maintain controlled copies of schedules, baseline records, reports, correspondence, and supporting files in SharePoint or other approved repositories; follow version control, retention, and authorized data-sharing procedures.
• Coordinate schedule review meetings, reporting meetings, and training sessions; prepare agendas, record decisions and action items, and follow up with assigned owners.
• Maintain administrative logs for reporting issues, constraints, change requests, and approvals; track status and due dates without independently approving technical or contractual changes.
• Support department onboarding, training records, staffing rosters, and organizational charts; coordinate software access and license requests with authorized system owners and Information Technology.
• Maintain approved reporting templates, checklists, work instructions, and training materials; incorporate revisions provided by Project Controls leadership.
• Support internal reviews, audits, and project closeout by retrieving records, compiling requested evidence, tracking corrective actions, and organizing approved archives.
• Identify recurring administrative delays or data quality issues and recommend improvements to routine workflows; perform other related administrative duties as assigned.

Skills

Attention to detail

Data coordination

Reporting procedures

Excel proficiency

Communication

Document control

Team collaboration

Education

High school diploma or equivalent

4+ years administrative experience

Tools

SharePoint

MS Office (Excel/Word/PowerPoint)

Primavera P6

Microsoft Project

Power BI

CMS/eCMS

InfraLink/Job Connect

Job description

M.C. Dean in Tysons, VA is seeking a Project Controls Administrator to provide administrative, data coordination, and reporting support to the Project Controls and Scheduling team on engineering and construction projects.

Under the direction of Project Controls leadership, you will maintain project records, coordinate inputs and deadlines, prepare standard reporting packages, and support use of project controls procedures and systems. Collaboration with schedulers, PMs, and IT is essential.