Project Coordinator (Project Controls)
City of Austin Austin, TX, United States
- Location: Austin, TX, United States
- Categories: Project Management
- Job Type: Full Time
- Posted: Apr 03, 2025
Job Description:
Project Coordinator (Project Controls)
Description
Minimum Qualifications- Graduation with a Bachelor’s degree from an accredited college or university with major course work in a related field, plus three (3) years of experience in construction, engineering, architecture, or related work.
- Experience may substitute for education up to a maximum of four (4) years.
Licenses or Certifications:
May require a valid Texas driver license.
Notes to Applicants
Position Overview:
THE ROLE : We are seeking a candidate who is innately collaborative, has a creative mind, and comes with experiences that will give them confidence in working proactively. This role will be the primary focus for documenting and maintaining a Governance Library as reference for capital project delivery activities. Starting out, your work will involve a lot of researching, consolidating, and developing consistency in the documentation of existing procedures as related to the capital project delivery lifecycle. You will use that as a foundation to identify procedural gaps and support the creation of procedures that fill the identified need. You will be integral in creating and maintaining those procedural documents in a user-friendly and readily accessible format. And your continuing work will maintain and evolve this Governance Library as needs, priorities, tools, or best practices change over time. Being part of Project Controls, you’ll also be analyzing the performance of these procedures to surface and prioritize the potential for continual improvement.
THE REASON : Your work in this position will have a positive impact on the citizens and visitors to Austin. You will be improving consistency, transparency, and efficiency as we support a robust infrastructure that provides a higher quality of life for all Austinites. You’ll be working with subject matter experts and leaders in a diverse array of fields: project management, finance, contracting, leadership, IT, administration, data analytics and reporting, etc. You will have an opportunity to constantly grow, learn, and improve as you become a trusted expert in what, how, and why to get things accomplished. You’ll hone your skills as you become a subject matter expert and support training to drive consistent application of our governance framework.
THE RIGHT PERSON : To be successful in this role, you will need to rely on more than just your technical expertise. Your communication skills will be tested regularly as you interact with a diverse array of staff at multiple levels of the organization and in varying group sizes. You’ll need to maintain a keen eye for detail to ensure that no steps are missed, formats are consistent, and all content is updated. Empathy will be a strong helper as you will use multiple perspectives to ensure a good user experience, whether someone is interacting individually with the library contents or is participating in an in-person training. And working in a municipal setting may draw upon your patience and positivity as changes and improvements, although frequent, are not always easily adopted. Finally, your creativity, unique strengths, curiosity, and self-motivation will all contribute to shape the impact you as an individual will have in this position.
Who We Are:
Capital Delivery Services ( CDS ) builds public projects to support the community. We do this by directly managing the City of Austin’s Capital Program with over 600 active projects, representing an investment of over $10 Billion. At CDS , we aim to create an environment that values diversity and adaptability and encourages staff at all levels to think creatively, experiment with new ideas, and contribute to a culture of continuous improvement.
Click here to visit our Facebook page to learn moreabout the Capital Delivery Services Department. ( https://www.facebook.com/atxcapitaldelivery/ )
Why Join Us?
Meaningful Work
Contribute to projects that improve the lives of the people in our community. Your work directly enables our department to deliver tangible construction projects throughout the city that will resonate for generations to come. Seeing results through a constructed project provides a sense of accomplishment and pride in your work.
Innovation and Collaboration
Collaborate with diverse and talented teams, leveraging technology, continuous improvement, and best practices to drive progress and embrace our One City - One Team - One Approach model of delivering capital projects.
Professional Growth and Development
Achieve your professional goals. CDS offers opportunities to advance in multiple career paths, including engineering, architecture, construction management, project planning and management, finance, business administration, process improvement, and data analytics. Education assistance is available through our tuition reimbursement program, and financial support for continuing education, licenses, and certifications is also available.
Work-Life Balance Enjoy a balanced lifestyle in a city renowned for its quality of life, outdoor activities, and cultural experiences. Our employees also enjoy the ability to work up to 60% remotely, depending upon position and business needs.
Health and Wellness
The City of Austin is committed to providing cost-effective, sustainable benefits that assist employees in being physically and mentally healthy. For employees that are covered this includes low cost medical, dental, vision, paid leave time, a highly competitive retirement plan, training opportunities and more. Click here to review the City of Austin’s Employee Benefits Guide. ( https://www.austintexas.gov/department/active-employee-benefits )
To learn more about working with the City of Austin, click here to watch a short video! ( https://www.youtube.com/watch?v=lmXyHwXyMbg )
Application Details:
A detailed, complete City of Austin employment application is required to help us better evaluate your qualifications. For each position, please describe your specific experience as it relates to the minimum and preferred qualifications. Please be thorough in completing the employment application and list all experience that is relevant to this position.
• This position may allow for a resume or cover letter to be included but relevant entries on your employment application will primarily be considered for interview qualification and compensation purposes. Information on a resume will not be considered in lieu of filling out the City of Austin application.
• If you are selected as the top candidate for a position, we may be contacting your current and former employer, as well as the references listed in your application. Please be sure you have listed at least 3 previous supervisors in the application with correct contact information.
Additional Details:
• This position may require a skills assessment.
• If you are identified as a top candidate, verification of your education, which may include High School graduation or GED equivalent, undergraduate and/or graduate degrees, will be required.
• The Capital Delivery Services Department may close this job posting at any time after it has been advertised for seven (7) days, please apply as soon as possible if interested.
Travel:
The Capital Delivery Services Department is comprised of multiple facilities located throughout Austin. If you are selected for this position, and meet the Driver Safety Standards in the City of Austin Driver Record Evaluation you may drive when necessary to multiple locations as part of your regular job duties. Otherwise, you are responsible for getting to and from these locations.
( https://www.austintexas.gov/sites/default/files/files/Employment/new_hire_driver_safety_standards.pdf )
Hybrid Work Environment:
The City of Austin Telework Program is designed to empower employees and leaders to establish hybrid work arrangements that promote high levels of performance and engagement. The City of Austin has an established work arrangement under which an employee is scheduled to work at least 2 days per week at their designated worksite. Some positions may require additional time at their designated worksite.
90 Day Provision for Additional Vacancy:
If the same or an additional vacancy occurs within the Capital Delivery Services Department in the same job title within 90 days after the start date of the top candidate, the additional position may be offered to another top candidate from the same candidate pool. This may include filling other vacancies with the same job title in other division/work locations within the City of Austin, Capital Delivery Services Department. Decisions on assigned selection may be made at the time of hire based on the business needs of the department.
Pay Range
$32.23 - $40.29
Hours
Monday - Friday, 8:00 a.m. - 5:00 p.m.
Alternative schedule and/or flexible hours available based on business needs.
Hours may vary depending on work demands and business needs.
Telework: Up to 60% teleworking availability (Pre-Approved per Telework Policy).
Job Close Date 04/14/2025 Type of Posting External Department Capital Delivery Services Regular/Temporary Regular Grant Funded or Pooled Position Not Applicable Category Professional Location OTC 505 Barton Springs Rd., Ste. 800, Austin TX Preferred Qualifications
- Demonstrated professional experience in a role with technical writing as a major job responsibility.
- Current project management or business process credentials (such as CAPM , PMP , CCT , EVP , CBPA , CBPP , etc.) or the ability to acquire certification within six (6) months.
- Experience leading process improvement efforts.
- Professional experience developing and maintaining a procedural reference library.
- Experience developing and delivering presentations or conducting training for large groups (20+) of professional adults.
- In-depth understanding of a construction project lifecycle.
- Experience analyzing project budgets and/or schedules to generate performance reports/forecasts or to identify and justify variances.
- Demonstrated expertise in leveraging Microsoft Office software as an advanced user (inter-linking data, Power Platform, pivot tables and advanced Excel formulas, complex presentations, publishing training tools, etc.)
Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
Communicates project and/or program information to internal and external customers. Assists in the development and monitoring of project and/or program budgets by completing assignments that may include processing a pay application or monitoring and updating the assigned project budget. Assists in the development of short- and long-range plans on projects or works on routine projects whereby techniques used are well known and present no unusual engineering problems. Assists in the development and implementation of operating policies and procedures by providing input as a team member of an established process improvement team. Ensures compliance with City and other regulatory agency requirements and policies by verifying that regulatory/permitting processes have been identified and permits or approvals acquired for assigned project. Coordinates development/reviews construction or engineering related contracts, contract documents, and Developer Agreements by reviewing preparing and processing project change orders to projects if change orders are appropriate and in compliance or applying technical quality control review. Coordinates and evaluates plans, criteria, schedules, etc. for a variety of projects, Programs, and plans or a division and/or section activities. Assists in the resolution of conflicts and difficult situations by providing supporting documentation, policies and procedures. Develops, maintains, and improves City of Austin design and construction standards. Provides technical advice and assistance.
Responsibilities- Supervision and/or Leadership Exercised:
May provide leadership, work assignments, evaluation, training, and guidance to others.
Knowledge, Skills and Abilities
Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
- Knowledge of basic engineering and architectural design principles, practices, procedures, and estimating techniques.
- Knowledge of project accounting, architectural, and construction methods and the principles, methods, and practices of project management.
- Knowledge of laws, rules, regulations, and codes associated with project assignment.
- Knowledge of budget policies and principles.
- Knowledge of contract management principles, methods, and practices.
- Skill in adapting, interpreting, and applying guidelines and standards.
- Skill in establishing and maintaining positive relationships with internal and external customers.
- Skill in using available software packages.
- Ability to exercise sound judgment, tact, and diplomacy in all public contacts.
- Ability to schedule and coordinate activities between various parties and planning specific aspects of a project.
- Ability to communicate in oral or written format to a variety of audiences.
Criminal Background Investigation This position does not require a Criminal Background Investigation EEO/ADA
City of Austin is committed to compliance with the Americans with Disabilities Act. If you require reasonable accommodation during the application process or have a question regarding an essential job function, please call (512) 974-3210 or Texas Relay by dialing 7-1-1.
The City of Austin will not discriminate against any applicant or employee based on race, creed, color, national origin, sex, gender identity, age, religion, veteran status, disability, or sexual orientation. In addition, the City will not discriminate in employment decisions on the basis of an individual’s AIDS , AIDS Related Complex, or HIV status; nor will the City discriminate against individuals who are perceived to be at risk of HIV infection, or who associate with individuals who are believed to be at risk.
Information For City Employees: If you are an employee within the department, are in good standing and meet both the minimum and preferred qualifications, then you will receive an initial interview.
Supplemental Questions
Required fields are indicated with an asterisk (*).
* The minimum qualifications for this position include Graduation with a Bachelor’s degree from an accredited college or university with major course work in a related field, plus three (3) years of experience in construction, engineering, architecture, or related work. Experience may substitute for education up to a maximum of four (4) years. Do you meet these minimum qualifications?
- Yes
- No
- I have created complex technical manuals, workflows, and/or governance documentation.
- I have created operating procedures and/or training manuals from observing the work of others.
- I have experience with compiling existing materials that someone else created into a standardized format.
- I have worked with standardized documentation and am familiar with the expected style.
- I have no experience yet in this area.
- I have a current project controls or project management certification through AACE, PMI, or an equivalent professional organization.
- I have a current business process certification through ABPMP or an equivalent professional organization.
- I have completed the minimum requirements for one of the above and would be able to obtain certification within six (6) months.
- I do not have a professional project management or business process certification.
- I have been solely responsible for organizing and leading many process improvement workshops and best practice integration efforts.
- I have led a process improvement effort that required me to research and integrate best practices with existing methods for a procedure with which I was unfamiliar.
- I have been heavily involved in multiple process improvement efforts from conception to implementation.
- I have participated in process improvement efforts and am interested in being more involved.
- I have no experience in this area.
- I have been individually responsible for the development and maintenance of a robust procedural library.
- I have compiled or created a procedural reference library that someone else has maintained.
- I have been individually responsible for maintaining and updating procedural reference documentation.
- I have frequently used procedural documents and am confident I can develop and maintain a procedural reference library.
- I have no experience in this area.
- I have created the content for and personally delivered multiple presentations or classes for large groups (20 or more adults), of varying skill levels and across multiple organization levels.
- I have created and customized the content for an audience or delivered a presentation or training class with content tailored to a specific audience of 20 or more professional adults.
- I have co-led or assisted with presenting/training a large group of professionals (20 or more adults).
- I have delivered training one-on-one or have provided general content for a large group training session.
- I have minimal or no experience.
- I have been a PM for one or more construction projects from start to finish.
- I have directly supported one or more construction projects from start to finish.
- I have work experience with a specific portion of the construction project lifecycle and understand the overall development process.
- I have no experience or interest in this.
- I have personally been responsible for managing and analyzing both project budgets and schedules, providing forecasts and explaining variances.
- I have personally been responsible for managing a project budget or schedule, providing appropriate analysis and forecasts.
- I have provided forecasts or provided analysis to identify variances for a budget or schedule that someone else has managed.
- I have supported the documentation of budget or schedule analyses, forecasts, and/or variance reporting.
- I have no experience with project budgets or schedules.
(Open Ended Question)
* Do you have the ability to travel to multiple work sites throughout the work day?
- Yes
- No
Optional & Required Documents
Required Documents Cover Letter Resume Optional Documents