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PROCEDEO · 22 hours ago

Controls Coordinator

Portland, Oregon Metropolitan Area

Full-time

Onsite

Entry, Mid Level

2+ years exp

PROCEDEO is a national Design/Construction Program Management Company seeking an on-site Controls Coordinator to support financial, document, and compliance controls of design and construction programs. The role involves maintaining project records, assisting with invoice processing, ensuring compliance, and supporting project closeout activities.

ConstructionConsultingProcurementProject Management

Responsibilities

Maintain document controls, ensuring all files are organized, accessible, and up to date in the digital document management system (Egnyte)

Assist the Controls Manager with processing pay applications/invoice reviews, ensuring all documentation is correct and submitted on time

Review, research and resolve invoices with discrepancies

Review and Research Construction Contracts for invoice submission and payment requirements

Assists with monthly or year-end close as needed

Lead and oversee project closeouts and provide construction support, ensuring all documentation, compliance, and completion requirements are met according to company and project standards

Facilitate the transfer of all final project records to stakeholders, ensuring that all compliance and regulatory requirements are met during the project closeout process

Assist in monitoring construction progress and support the project teams by managing the documentation of key milestones, ensuring all records are accurate and up to date in the company’s document management system (Egnyte)

Oversee the open record requests and delay claims, ensuring compliance and timely responses

Manage the routing of paid invoices as they come in, ensuring they are saved into Egnyte and input into the tracking system accurately. Verify information on invoices against the District’s AP system

Assist the Controls Manager with updating Sub-Status logs and verify sub change orders against, when applicable

Act as point of contact for mail handling, tracking, and distribution

Communicate effectively and provide quality customer service to staff, vendors, contractors, and Owners

Respond promptly to inquiries regarding third-party contracts, procurement activities, and related issues

Maintains and adheres to ethical business practices

Perform all other tasks and duties as assigned

Qualification

Construction ManagementDocument Management SystemsInvoice ProcessingOrganizational SkillsCommunication Skills

Required

Bachelor's degree in Construction Management, Accounting, Business Administration, or a related field, or equivalent professional experience

2–4 years of experience in construction program controls, project coordination, or administrative support within design/construction programs

Strong experience with document management systems (e.g., Egnyte) and maintaining organized, accurate project records

Proficiency in reviewing, processing, and reconciling invoices, pay applications, contracts, and change orders, ensuring accuracy and compliance

Excellent organizational, time-management, and detail-oriented skills, with the ability to track multiple tasks, deadlines, and program documentation simultaneously

Effective written and verbal communication skills, including collaboration with internal teams, contractors, vendors, and clients, while maintaining professionalism and ethical business practices