Section Manager Project Administration

Pace Bus; Arlington Heights (IL); On-site; USD 97,356 - 168,797; Full time

Job summary

Pace Bus is seeking a Section Manager, Project Administration to lead contract administration and document control for Capital Infrastructure projects. The role directs the staff, maintains systems, and ensures timely pay applications and change orders across multiple projects.

Required are a Bachelor's degree in related field, 10+ years of construction project administration, and 3+ years of supervisory experience along with strong proficiency in Oracle, e-Builder, SharePoint, and MS Office.

Qualifications

• Bachelor’s degree in accounting, finance, or construction project management related field(s) with construction project accounting knowledge.
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Responsibilities

• Manage and mentor contract administrators and document controllers for Design/Construction and Facilities Maintenance.
• Maintain department status and tracking systems with weekly/monthly updates; monitor workload and prioritize tasks.
• Oversee labor compliance records, drafting sole source justifications, board memos, and technical docs.
• Serve as e-Builder Administrator and provide system support for the department.
• Supervise payroll-related processes: construction pay applications, invoices, and change orders; ensure accurate reconciliations.

Education

Bachelor’s degree in accounting, finance, or construction project management related field(s)

Ten years of construction project administration experience

Three years of supervisory experience

Pay applications review and verification

Analytical and critical thinking

Strong written and oral communication

Cross-platform electronic organizational management

Tools

Oracle

e-Builder

SharePoint

Bluebeam

Adobe Acrobat

Microsoft Office (Outlook, Word, Excel)

Job description

Job Description

Under the direction of the Department Manager, Capital Infrastructure, the Section Manager, Project Administration directs activities, trains contract administration staff, and manages the documentation process for contract administration of all Capital Infrastructure contracts and projects.

1. Responsible for management and mentoring contract administrators and construction document controllers for both Design and Construction and Facilities Maintenance Sections to ensure effective execution of capital project administration deliverables.
2. Maintaining department status and tracking systems, with weekly and monthly updates. Monitors team workload, assesses and prioritizes project tasks and ensures contract administrators meet department and agency schedules including timely execution of high priority tasks such as invoice and pay application processing.
3. Keeps/organizes records for labor compliance. Supervises and drafts sole source justifications, board memos, and produces technical documentation as needed.
4. Designing, organizing, implementing and maintaining project documentation files and structure to ensure consistency across the department and throughout project files. Serves as e-Builder Administrator and technical support for the department.
5. Maintaining and monitoring construction pay application and vendor invoices, processes for approval, and associated documentation and control. Coordinates with department project management/field staff for accuracy of amounts billed. Oversees staff responsible for investigating discrepancies in pay applications and change order proposals, reviews staff work to confirm proper execution of reconciliation processes, as well as provides development focused feedback to support continuous improvement. Coordinates with department project management/field staff and Section Managers for evaluation of contract requirements vs. change order work as well as approach to implementing and processing contract changes.
6. Performing other duties as assigned.

Qualifications

Education:

Bachelor’s degree in accounting, finance, or construction project management related field(s) with documented construction project accounting and finance acumen.

Experience:

Must have a minimum of ten (10) years of construction project administration, construction project documentation management, and change order review experience with progressive responsibility managing multiple projects simultaneously and individual responsibility for technical submittal and pay application review and compliance.

Must have three years of supervisory experience that includes day-to-day employee management, assigning tasks, providing guidance, monitoring performance, and dispute resolution.

Must have experience reviewing and negotiating, analyzing for correctness, and approving construction and design professional pay applications.

Licenses/Certifications:

Must have a valid driver’s license with a good driving history.

Proficiencies:

Must be proficient using computers including Microsoft Office suite applications (Outlook, Word, Excel); experience and high proficiency using Oracle, e-Builder, SharePoint, Bluebeam, Adobe Acrobat or similar software platforms is required.

Excellent people, project, organization and time management skills as well as efficient written and oral communication techniques are required.

Must demonstrate strong cross- platform electronic organizational thought process, personnel and schedule management.

Must possess independent research, problem solving, teamwork, and prioritization skills and be a self-starter.

Must possess very strong analytical and critical thinking abilities to find and correct arithmetic discrepancies and other forensic accounting skills needed to analyze construction contractor change order requests utilizing technical discipline leads as needed to support their analysis with minimal management oversight.

Ability to detect and investigate root cause and effectively resolve inconsistencies in pay applications and change order proposals. Ability to lead staff to achieve goals through clear guidance, encouragement, and effective task prioritization.

Physical Requirements:

This role requires sitting for extended periods, typing on a computer, and attending meetings. Must be able to lift objects weighing up to 25lbs.

Working Conditions:

Work is performed in an office environment. Work may also require attendance at work-related construction sites, where the candidate may be exposed to noise, odors, and temperature fluctuations and inclement weather. Candidate must be able to work on properties with construction work underway. This position is not eligible to work on a hybrid schedule.

Salary

Full Salary Range: $73,543 - $168,797

Salary Midpoint: $121,170

Anticipated Starting Salary Range: $97,356 - $121,170

Pace provides full pay ranges so candidates can consider their long-term growth potential.

BENEFITS SUMMARY