CAA ICON – Project Controls Manager (San Antonio)

Job Description

Who We Are

A division of leading entertainment and sports agency Creative Artists Agency (CAA), CAA ICON is the industry’s-leading owner's representative and strategic management consulting firm for public and private sports and entertainment facility owners/operators, professional franchises, and leagues.

With more than 100 sports, entertainment, and public assembly projects and over 2,500 consulting engagements, CAA ICON has managed the development of many of the most successful venues around the world with experience spanning 11 professional sports leagues and over $45 billion over the last 21 years in business. CAA ICON offers world-class service in the areas of feasibility and planning, project management, and consulting.

The Role

The Project Controls Manager will be responsible for consolidating all project expenditures and forecasted expenditures into CAA ICON budget reports and forms. Additionally, they will be responsible for monitoring and reviewing the accuracy of the overall project budget (including, but not limited to hard cost and soft cost), committed and uncommitted, risk and exposures, all project cost documentation, invoices, pay applications, and draw requests.

They will also focus on all aspects of cost management and tracking, and facilitating the resolution of any potential scope changes, delay claims, or design impacts. Cost Controls on projects are a focal point of our management, and maintaining accurate reports is of paramount importance.

Responsibilities

• The duties listed below are intended only as illustrations of the various types of work that may be performed in this position. They are not intended to prescribe or restrict the assignments that management may make.
• Key point of contact for client group CFO, Controllers, and Finance Depts.
• Focus on all aspects of cost management, including tracking, forecasting, and resolving any potential scope changes, delay claims, design impacts, cash flow, and payment requisitions.
• Maintain and update all aspects of the project budget and cash flow, including budget transfers, client-approved adjustments, exposure logs, and contingency adjustments.
• Maintain and update the project exposure log and incorporate and monitor other relevant cost logs from contractors and consultants.
• Obtain client signatures for all budget adjustments on appropriate forms.
• Prepare a detailed cash flow analysis with regular updates.
• Coordinate with the client’s financial department regarding the forecast of costs, including any project schedule issues or known financial issues.
• Focus on all aspects of monthly billings and payment application management, including tracking, forecasting, and resolving any potential discrepancies between invoices, payment applications, and project budget.
• Set up and maintain an internal invoice tracker and ensure it is in alignment with the project budget.
• Evaluate, offer recommendations, and adjust, as necessary, all contractor payment applications (design and construction) to ensure accuracy with work-in-place, stored materials, and compliance with specified quality of materials, systems, and installations.
• Lead invoice and payment coordination with client, lenders, contractors, and consultants.
• Lead monthly lender site-walks and pay app review meetings.
• Lead weekly or bi-weekly budget review meetings with the client and other stakeholders.
• During the pre-construction phase, assist the Project Executive in finalizing the construction costs, including the review and negotiation of the Guaranteed Maximum Price (GMP) for the Project.
• During the construction phase, monitor and track the use of any allowances or contingencies, whether used by the contractor and/or the Client.
• Analyze change order requests and additional service requests.
• Respond in a timely fashion to delay notices, time extension requests, and submitted change orders and/or additional service requests.
• Engage others as required to understand the change and its cost implications in order to negotiate terms and conditions with the contractor and/or design team before the work is performed.
• Develop and maintain project-specific cost reporting logs that may include tracking contractor changes, design change requests, exposures, etc.
• Monitor and analyze contractor and subconsultant-provided cost logs.
• Working with the Project Director, establish and maintain a project-specific Purchase Order Log.
• Maintain project Cash Flow projections

Requirements

• Bachelor's degree in Finance, Engineering, or Construction Management (or related field)
• 5-7 years of related experience, including supervisory/managerial experience
• Advanced experience with using Microsoft Office Suite, specifically Excel
• Comfortable working in a fast-paced, team-oriented environment
• Ability to clearly communicate, deliver presentations, simplify, explain variances and issues to a team, and propose solutions
• Strong attention to detail with strong analytical skills
• Self-starter with the ability to work independently and in a team environment
• Travel as required to meet the needs of the client/project
• High-level understanding of Design Build and CMAR agreements
• Good understanding of FF&E Procurement
• Location
• This role is based in San Antonio, TX.