Project Controls Administrator: Data, Reports & Scheduling

M.C. Dean, Inc.; McLean (VA); On-site; USD 93,211,000 - 116,537,000; Full time

Benefits offered by this job

Competitive salary

Medical, dental, vision, life, and(dis

Disability insurance

Paid time off

Tuition reimbursement

401k Retirement Plan

Military Reserve pay offset

Paid maternity leave

Job summary

M.C. Dean, Inc. is seeking a Project Controls Administrator to provide administrative, data coordination, and reporting support for engineering and construction projects.

Under Project Controls leadership, you will maintain project records, coordinate reporting inputs, prepare standard packages, and support consistent use of project controls procedures and systems. You will work with schedulers, Project Managers, Operations, and support departments to obtain complete and timely information,

Qualifications

• High school diploma or equivalent with 4+ years of related experience.
• Two or more years of experience in administrative support, project coordination, document control, data coordination, or a related role.
• Proficiency with Microsoft Excel, Word, Outlook, and PowerPoint, including spreadsheet sorting, filtering, basic formulas, and report formatting.
• Demonstrated ability to maintain accurate records, coordinate multiple deadlines, communicate professionally, and learn internal project controls systems and procedures.

Responsibilities

• Maintain project and scheduler assignment lists, reporting calendars, contact directories, and deliverable trackers; follow up on overdue items and escalate 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, 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 IT.
• 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 integrity

Communication

Time management

Education

High school diploma or equivalent

Associate's or bachelor's degree (preferred)

Tools

Excel

Word

Outlook

PowerPoint

Job description

M.C. Dean, Inc. is seeking a Project Controls Administrator to provide administrative, data coordination, and reporting support for engineering and construction projects.

Under Project Controls leadership, you will maintain project records, coordinate reporting inputs, prepare standard packages, and support consistent use of project controls procedures and systems. You will work with schedulers, Project Managers, Operations, and support departments to obtain complete and timely information,