Project Coordinator I – Project Controls

Washington University in St. Louis; United States; On-site; USD 50,000 - 82,000; Full time

Benefits offered by this job

Vacation & holidays

Health insurance

Metro transit U-Pass

Tuition assistance

Job summary

Washington University in St. Louis is seeking a Project Coordinator I – Project Controls in ST. Louis, MO. The role supports budgeting, scheduling, cost tracking, risk tracking, document control, and reporting to ensure projects stay on time and within budget.

The candidate will work with project managers, financial staff, and external consultants to collect, organize, and analyze data, maintaining accurate project records and supporting process improvements.

Qualifications

• Education: Bachelor’s degree or combination of education and/or experience may substitute for minimum education.
• Certifications / Professional Licenses: No specific certification or professional license is required for this position.
• Work Experience: Relevant Experience (2 Years)
• Skills: Not Applicable
• Driver’s License: A driver’s license is not required for this position.

Responsibilities

• Project Controls Support: Assist the Project Controls Manager with standardized project controls procedures, tools, and templates (cost, schedule, change management, records, and reporting).
• Records Management & Documentation: Maintain organized project files and ensure compliance with records policies and retention schedules; ensure proper document control.
• Systems, Tools & Process Improvement: Enter and maintain data in project controls and document management systems; support training and onboarding.
• Cost Management & Financial Tracking: Develop and maintain budgets, cost logs, and cash flow forecasts; reconcile cost data with invoices and change orders.
• Reporting, Dashboards & Communication: Prepare status reports and dashboards; track KPIs and support leadership presentations.
• Collaboration & Team Support: Work with project managers, Facilities, Finance, Procurement, IT, and external partners; document decisions and actions.

Education

Bachelor’s degree

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours

37.5

Position Summary

The Project Coordinator I – Project Controls supports the Project Manager I – Campus Planning & Capital Projects in implementing and maintaining project controls and records management processes for the university’s capital projects portfolio. This position assists with budgeting, cost tracking, scheduling, risk tracking, document control, and reporting to help ensure that projects are delivered on time, within budget, and in compliance with university policies and standards.

The Project Coordinator I works closely with project managers, financial staff, and external consultants/contractors to collect, organize, and analyze data, and to maintain accurate and complete project records.

Job Description

Primary Duties & Responsibilities:

Project Controls Support:

• Assist the Project Controls Manager with implementing standardized project controls procedures, tools, and templates (cost, schedule, change management, records, and reporting).
• Develop and coordinate project controls process for specific larger projects.
• Help maintain project controls documentation and ensure adherence to established standards and workflows.
• Support the preparation, review, and maintenance of project control plans for assigned projects.

Records Management & Documentation:

• Maintain organized project files (digital and physical) in accordance with university records management policies and retention schedules.
• Audit existing project files to ensure compliance with institutional records requirements.
• Ensure proper document control, including consistent file naming, version control, and indexing for contracts, change orders, RFI responses, schedules, meeting minutes, and other project records.
• Coordinate the collection and storage of project documentation from project managers, consultants, and contractors.

Systems, Tools & Process Improvement:

• Enter and maintain data in project controls and document management systems (e.g., cost tracking, scheduling, and document control platforms).
• Help ensure data accuracy and consistency across systems and projects.
• Support user training and onboarding for project controls tools as directed by the Project Controls Manager.
• Contribute to continuous improvement initiatives by identifying process inefficiencies and suggesting enhancements.

Cost Management & Financial Tracking:

• Assist in the development and maintenance of project budgets, cost logs, and cash flow forecasts.
• Enter, update, and reconcile cost data, including commitments, invoices, and change orders.
• Analyze data and prepare cost reports and summaries for project managers and the Project Controls Manager.
• Coordinate with Finance and Accounting to ensure accurate cost coding, documentation, and compliance with university financial policies.
• Determine best contract for commitment to mitigate financial risks.
• Support the review of contractor pay applications and consultant invoices for completeness and accuracy.

Reporting, Dashboards & Communication:

• Determine appropriate project performance indicators and track them.
• Prepare project status reports and dashboards (cost, schedule, risk, and documentation) for internal use and leadership review.
• Compile and analyze data from multiple projects to support portfolio-level reporting prepared by the Project Controls Manager.
• Assist in preparing materials for presentations to campus stakeholders, committees, and leadership.
• Respond to information requests from project managers, finance staff, and other stakeholders regarding project status, costs, and documentation.
• Track Capital Projects Key Performance Indicators for capital projects.

Collaboration & Team Support:

• Collaborate with project managers, Facilities staff, Finance, Procurement, IT, and external partners to facilitate accurate and timely project information flow.
• Provide administrative and analytical support to the Project Controls Manager and project teams as needed.
• Participate in project and departmental meetings and document key decisions, actions, and follow-up items.

Working Conditions:
Job Location/Working Conditions:

• Normal office environment.

Physical Effort:

• Typically sitting at a desk or table.

Equipment:

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Required Qualifications

Education:

Bachelor’s degree or combination of education and/or experience may substitute for minimum education.

Certifications** /Professional Licenses **:

No specific certification/professional license is required for this position.

Work Experience:

Relevant Experience (2 Years)

Skills:

Not Applicable

Driver’s License:

A driver’s license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Preferred Qualifications

Education:

No additional education unless stated elsewhere in the job posting.

Certifications** /Professional Licenses **:

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience:

No additional work experience unless stated elsewhere in the job posting.

Skills:

Adaptability, Customer Service, Detail-Oriented, Fast-Paced Environments, Goal-Oriented, Highly Resourceful, Interpersonal Communication, Oral Communications, Organizing, Project Administration, Systems Support, Written Communication

Grade

G10

Salary Range

$49,700.00 - $82,100.00 / Annually

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one’s qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.

• Competitive health insurance packages with priority appointments and lower copays/coinsurance.

• Take advantage of our free Metro transit U-Pass for eligible employees.

• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We’ve got you covered.

• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information.