Project Controls Administrator

ABOUT US

We at Intrepid Fiber believe everyone has the right to access the Internet, no matter where they live or their socioeconomic status. Our vision is to become the nation’s most prolific developer of fiber-to-the-home infrastructure. Intrepid is working with local municipalities to integrate the digital infrastructure necessary to afford consumers more choices, more accessibility, and better value by connecting to the Internet services that enable them to live their best lives.

For more information, please visit our website at:

https://www.intrepidfiber.com

SUMMARY

This position provides contractual, administrative, material, financial, and procurement support to the construction program, working under the direction of the Program Manager. The role is responsible for administration of work orders and project closeout documentation, maintenance of bonding and insurance records, processing of material and purchase orders and receipt, and project accounting and cost tracking, across multiple projects and geographical locations.

ESSENTIAL DUTIES AND RESPONSIBILITIES: What will you be doing?

• Administers contracts and master service agreements from award through closeout, preparing contract and work order packages for execution, tracking fully executed documents, maintaining current rate schedules and unit price sheets, and preparing, issuing, and tracking work orders and change orders.
• Administers project closeout, coordinating with internal teams, contractors, and jurisdictions, tracking punch list completion, field redlines and as-built submittals, splicing and fiber test records, permit and restoration releases, and municipal acceptance documentation. Assembling and verifying closeout documentation packages for each completed project.
• Compiles production and cost data to support development of production forecasts and program performance reporting.
• Issues purchase orders for materials and services, tracks material orders and deliveries against project schedules, and resolves order and invoice discrepancies with vendors.
• Tracks contract values and remaining committed balances, maintaining a current record of contract status and open commitments for each contractor and vendor by project. Prepares, issues, and tracks work orders and change orders.
• Maintains project files, contract documents, and records within company systems, ensuring accuracy, completeness, cost against approved budget and audit readiness. Prepares cost reports and budget-to-actual variance analyses for the Program Manager and construction management team
• Assists in preparation of monthly billing and draw packages, including verifying quantities and unit pricing against approved work orders, tracking retainage held by project, and coordinating release of retainage upon acceptance of work.
• Supports month-end and quarter-end close for the construction program, preparing cost to complete forecasting, validating job cost coding, and reconciling commitments, receipts, and invoices with the accounting team.
• Processes final contractor and vendor billings at closeout, obtaining conditional and unconditional lien waivers, verifying final quantities against executed work orders and change orders, and confirming closure of open purchase orders and remaining commitments.
• Maintains warranty documentation and warranty commencement dates for completed segments, routing warranty claims to the responsible contractor and tracking resolution to closure.
• Supports implementation of corporate and organizational health and safety policies and procedures by maintaining required vendor and supplier safety documentation and compliance records.
• Maintains bonding and certificate of insurance records for the program, tracking expirations and collecting renewals from contractors and vendors prior to the commencement of work.

SUPERVISORY RESPONSIBILITIES: Who will you be in charge of?

This job has no direct supervisory responsibilities.

COMPETENCIES: What do you bring to the team?

• Experience in contract administration or procurement support, preferably within construction or network deployment.
• Experience in the telecommunications industry.
• Bachelor's degree in construction management, business administration, accounting, or a related field preferred; equivalent work experience or technical training will be considered in lieu of a degree.
• Working knowledge of contracts, work orders, change orders, material tracking, certificates of insurance, bonding documentation, lien waivers, purchase orders, and contractor billing.
• Familiarity with construction closeout requirements, including as-built and redline submittals, punch lists, acceptance packages, retainage release, and warranty documentation.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management abilities.
• Effective communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Attention to detail and accuracy.
• Ability to handle confidential financial, contract, and vendor information with discretion.
• Knowledge of construction practices and permitting processes related to fiber network deployment.
• Proficiency in project and financial software tools, including but not limited to NetSuite, Sitetracker, and Vetro.
• Knowledge of: Internet Software; Spreadsheet Software (Excel); Word Processing Software (Word) and Electronic Mail Software (Outlook), presentation software (PowerPoint), scheduling software (Project), design software (Visio, others), and GIS (Google Earth).
• Must have a valid, unrestricted driver’s license

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to stand; walk and talk or hear. The employee is occasionally required to sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.

BENEFITS: What do we bring to our employees?

• Medical Plans: Various options, including high-deductible plans with lower premiums. Preventive care is covered at 100%, and you have access to a wide network of providers.
• 401(k) Plan: Includes a company match to help you save for retirement.
• Employee Assistance Program (EAP): Provides support for personal and work-related issues.
• Paid Time Off (PTO): Starts accruing on your first day.
• Additional benefits can include Dental and Vision Insurance, life and disability insurance, company vehicle or mileage reimbursement, and other perks.

Intrepid Fiber is an Equal Opportunity Employer. We celebrate and value diversity and are committed to creating an inclusive environment for all employees.