Construction Project Controls / Contract Administrator

Construction Project Controls / Contract Administrator

Company: Apex FSE JV LLC
Project: CDC Building 10 Chiller Replacement / Central Plant Modernization
Location: Mostly Virtual - A few site visits required throughout the project
Employment: Full-Time
Project Duration: Approximately 24 months / 730-calendar-day contract period
Reports To: Apex FSE JV Project Executive / designated Prime Contract leadership
Works Closely With: McKenney's Project Manager and Superintendent, Apex FSE JV Quality Control Manager, Apex FSE JV Safety Manager, Commissioning Lead, Johnson Controls, specialty subcontractors, CDC COR/Project Management personnel, and Apex FSE JV accounting/management

Salary: TBD

Position Summary

Apex FSE JV LLC is seeking an experienced Federal Construction Project Controls & Contract Administrator to support a major design-build central utility plant modernization project at the Centers for Disease Control and Prevention's Roybal Campus in Atlanta.

This position will serve as the primary administrative and project-controls resource for Apex FSE JV and will help ensure that all contractual, scheduling, financial, subcontractor, documentation, labor-compliance, procurement, change-management, Government reporting, and closeout requirements are properly managed throughout the project.

The project includes replacement of four 1,450-ton chillers with new 1,800-ton chillers, replacement of cooling towers and pumps, major chilled-water and condenser-water piping work, medium- and low-voltage electrical upgrades, BAS/controls integration, structural and roofing work, commissioning, and phased execution within an operating CDC central plant.

Primary Responsibilities

The position will be responsible for the following administrative and project-control functions:

• Prime Contract Administration: Maintain the complete contract file for CDC Contract 75D30126C21477, including award documents, modifications, amendments, RFIs, Government clarifications, correspondence, notices, directives, meeting records, schedules, invoices, and deliverables. Ensure project correspondence and documentation contains the proper contract identification. Track contractual deadlines and required notices. Recognize communications that may affect scope, cost, or schedule and immediately elevate them to Apex FSE JV management. The CDC COR may provide technical direction but may not change contract scope, price, schedule, or terms; only the Contracting Officer may authorize contractual changes.
• Document Control: Establish and maintain controlled electronic project files and logs for RFIs, submittals, design reviews, correspondence, drawings, specifications, meeting minutes, field reports, notices, procurement documents, change orders, test reports, commissioning documentation, and closeout records. Maintain revision history and ensure the project team is working from current documents.
• Submittal and RFI Management: Maintain the master submittal register and RFI log. Route documents between subcontractors, designers, Apex FSE JV and CDC; track submission, Government review, response, resubmission and approval dates; identify overdue items; maintain the design-comment resolution log; and support the 30%, 60% and 90% design-submission process. Apex FSE JV accepted technical approach specifically commits to combined submittal/procurement tracking and formal Government-comment resolution.
• Project Scheduling / Controls Support: Work with the Project Manager and Lead Scheduler to maintain schedule-control information, milestone tracking, procurement dates, design/submittal dates, outage dates, installation milestones and commissioning/closeout activities. Coordinate monthly schedule updates and two-week look-aheads. Track schedule risks, delays and recovery actions. CDC requires the baseline schedule within 10 working days after NTP and monthly schedule updates with two-week look-aheads.
• Procurement Tracking: Maintain a detailed procurement register for chillers, cooling towers, pumps, electrical equipment, controls, valves and other long-lead equipment. Track submittal dates, required approval dates, release dates, manufacturer commitments, fabrication status, factory testing, storage, shipping, delivery and installation. Escalate any long-lead item that could affect the critical path.
• Subcontractor and Vendor Administration: Maintain subcontract/PO files, insurance certificates, bonds, federal flow-down documentation, scope changes, payment applications, compliance documents and closeout requirements. Track subcontractor obligations and assist management in enforcing schedule, documentation, safety, quality, warranty and closeout requirements. Apex FSE JV final pricing specifically contemplated subcontractor/vendor administration including insurance/bond tracking, submittal enforcement, change-order review, pay-application review and closeout enforcement.
• Change Management: Maintain the project change log, potential-change log and modification register. Track RFIs, field conditions, Government direction, design changes, delays and other events that may affect contract value or schedule. Obtain supporting quotations, labor/material breakdowns, subcontractor pricing and schedule-impact information. Ensure potential changes are documented contemporaneously and elevated before contractual notice deadlines expire.
• Daily Documentation / Claims Support: Organize daily reports, photographs where authorized, manpower records, delivery tickets, equipment records, inspection records, outage records and other contemporaneous documentation needed to support or defend changes, schedule impacts, claims or Government inquiries.
• Payment Application and Invoice Administration: Coordinate the monthly billing cycle. Collect and review subcontractor pay applications, Schedule of Values progress, stored-material documentation, change orders, retainage, certified payroll and supporting records. Assist Apex FSE JV management/accounting with preparation of the CDC payment application and submission through Treasury IPP. CDC requires electronic payment requests through IPP unless the CO authorizes otherwise.
• Stored Materials Administration: Maintain documentation supporting payment for stored equipment and materials, including invoices, proof of ownership/payment where required, photographs, insurance, identification/segregation records, storage location and other Government-required evidence.
• Federal Labor Compliance: Administer construction wage requirements applicable to the project. Collect and review certified payrolls; track worker classifications, prevailing wages, fringe benefits, apprentices/trainees, overtime, payroll corrections and lower-tier compliance; maintain labor-compliance records; and coordinate corrections with subcontractors. Apex FSE JV final price proposal specifically assigns administration of Davis-Bacon/Construction Wage Rate Requirements, certified payroll, worker classifications, fringe documentation, overtime compliance and subcontractor labor tracking to prime project administration.
• SIR/PAR and Outage Administration: Coordinate documentation for Service Interruption Requests and Project Activity Reviews. Work with McKenney's, JCI, FSE O&M and specialty trades to assemble outage scope, affected systems, sequencing, manpower, isolation/LOTO information, safety requirements, communications, contingency/fallback plans and return-to-service procedures. CDC requires these packages before applicable service interruptions.
• Meeting Administration: Coordinate project meetings, prepare agendas when requested, record decisions and action items, issue meeting minutes and maintain action-item logs. Track commitments through closure. CDC requires meeting/site-visit documentation and imposes specific turnaround requirements for certain reports.
• Government Correspondence: Prepare professional draft correspondence to the CDC CO, COR and project team for management review. Maintain incoming/outgoing correspondence logs and ensure contractual notices are distinguished from routine project communications.
• Quality Control Administration: Support the Apex FSE JV Quality Control Manager by maintaining inspection documentation, preparatory/initial/follow-up records, deficiency and punch lists, submittal status, testing documentation and corrective-action tracking. This position supports-but does not replace-the designated Quality Control Manager.
• Safety Administration Support: Maintain required administrative safety records, subcontractor documentation, training records, incident documentation, JHAs/AHAs and corrective-action records as directed by the Safety Manager. This position does not replace the designated Safety Manager or competent persons responsible for field safety.
• Security / Badging / NDA Administration: Coordinate CDC badging and access paperwork for Apex FSE JV personnel and subcontractors. Maintain NDA records and personnel rosters and ensure required personnel complete applicable security and records-management requirements before accessing protected information. CDC requires NDAs for personnel accessing non-public or procurement-sensitive information.
• Federal Records Management: Maintain Government project records in accordance with CDC records-management requirements, including required metadata and document retention. Track required CDC records-management training for applicable project personnel and ensure required records-management requirements are flowed to subcontractors.
• Buy American / Material Compliance: Maintain origin documentation, certifications and supporting records for construction materials subject to Buy American requirements and coordinate compliance documentation with purchasing, subcontractors and vendors.
• Testing and Commissioning Documentation: Maintain factory-test records, startup documentation, NETA reports, TAB records, commissioning checklists, deficiency logs, retesting records and final commissioning documentation in coordination with McKenney's, JCI, Newcomb & Boyd/FSE and Apex FSE JV management.
• Closeout Management: Begin closeout tracking early in the project rather than waiting until construction completion. Maintain a closeout matrix covering as-builts, redlines, O&M manuals, equipment records, warranties, training materials, test reports, TAB reports, commissioning documentation, subcontractor releases, spare parts, salvage turnover and punch-list completion. CDC requires complete closeout documentation before final payment.
• CPARS / Performance Documentation: Maintain records supporting Apex FSE JV Government performance evaluation, including schedule performance, safety, quality, responsiveness, cost/change management and subcontractor management. Assist Apex FSE JV leadership with documentation needed to review and respond to CDC CPARS evaluations. CDC requires Apex FSE JV to maintain a designated CPARS representative throughout contract performance.
• Project Reporting: Develop concise weekly and monthly management reports summarizing schedule, procurement, submittals/RFIs, changes, invoicing, subcontractor performance, safety/quality issues, upcoming outages, critical decisions and management action items.

Required Qualifications

Experience: Five or more years of progressively responsible construction project administration, project controls, project coordination, contract administration, or document-control experience. Experience on large commercial, industrial, central plant, mechanical/electrical, institutional, or Government construction projects is strongly preferred.

Federal contracting knowledge: Working familiarity with federal construction contracts, Davis-Bacon/Construction Wage Rate Requirements, certified payroll, FAR-based change administration, Government submittal/RFI processes, and formal contract documentation is strongly preferred. Direct CDC/HHS experience is advantageous but not required.

Technical skills: Advanced proficiency with Microsoft Excel, Word, Outlook and PDF/Bluebeam-type document-management tools. Experience with construction management platforms such as Procore, Autodesk Construction Cloud, CMiC or equivalent is strongly preferred. Familiarity with Primavera P6 or Microsoft Project is desirable; the position is not intended to replace the project's Lead Scheduler.

Education: Bachelor's degree in construction management, engineering, business administration, project management or a related discipline is preferred. Significant relevant construction/federal-contract experience may substitute for formal education.

Communication: Excellent written business communication and organizational skills. Ability to draft Government correspondence, meeting minutes, change notices, reports and formal project documentation accurately and professionally.

Analytical ability: Ability to review contracts, subcontract requirements, schedules, invoices and project records and recognize discrepancies, missing documentation, potential scope changes and schedule/commercial risk.

Background Check

The employee must be able to satisfy all applicable CDC badging, access, NDA, security and records-management requirements.

Position Authority

This position has authority to administer project processes and communicate on behalf of Apex FSE JV within responsibilities assigned by Apex FSE JV management.

The employee does not have authority to modify the CDC prime contract, obligate Government funds, change a subcontract price or scope, or accept a Government-directed change unless expressly authorized by Apex FSE JV management. The contract specifically provides that only the CDC Contracting Officer may change the Government contract.

What Success Looks Like

A successful Project Controls & Contract Administrator will keep the project organized enough that Apex FSE JV management can determine, at any point in time:

What is due; what has been submitted; what is approved; what has changed; what is at risk; what has been purchased; what has been delivered; what has been billed; what remains unpaid; what outages are approaching; what documentation is missing; and what Apex FSE JV must do next to protect the contract.

The role should result in virtually no missed contractual notices or deliverables, accurate and current logs, timely Government/subcontractor correspondence, clean certified-payroll and invoicing records, complete change documentation, disciplined subcontractor administration, and an organized closeout record capable of supporting CDC acceptance and final payment.

Company Info

Four Seasons Environmental, Inc. (www.fseinc.net) is a 350-associate facilities management firm. Founded in 1985 and headquartered in Cincinnati, Ohio, FSE offers a very stable work environment. Our goal of 35+ years remains the same: satisfy the customer and continuously improve. If you are looking for a nurturing company that puts the customer and the employee first, then please submit your resume for consideration.

• All resumes will be kept in strict confidence.
• We are an institutional, commercial, full-facility operation and maintenance contractor and equal opportunity employer including protected veterans and individuals with disabilities.

Mission Statement

In a corporate culture of positive reinforcement, we will produce excellence by continuously finding better ways to serve our client as we would wish to be served.

Vision Statement

In a nurturing corporate climate where families are valued and continuous improvement is a way of life, we will treat our customer and our fellow employees as we would wish to be treated so that we will continue to be our customer's contractor of choice.

• Must be authorized to work in the US
• No relocation assistance is available
• Four Seasons Environmental, Inc. is a federal contractor and is required to comply with the Drug-Free Workplace Act of 1988 (which supersedes state laws to include cannabis). Employment is contingent on passing a 10-panel pre-employment drug screen, random drug and alcohol screenings, and background/reference checks.