Project Controls Specialist

The Project Controls Specialist I is an early-career individual contributor embedded within the clients capital project controls group at their location in Indiana. This role focuses on cost control and project accounting activities across an active capital portfolio, providing essential financial visibility and controls support to Project Managers and the Project Controls Manager. The position is a developmental role designed to build foundational competency across core controls disciplines in a heavy industrial environment.

Key Responsibilities

Budget Tracking & Variance Reporting

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• Maintain project cost databases, budget logs, and control accounts across assigned capital projects.
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• Track actual expenditures against approved budgets; prepare periodic variance reports with explanations for cost deviations.
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• Support preparation of cost status reports for Project Managers and the Project Controls Manager.
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• Flag emerging cost trends, anomalies, and budget risks for timely escalation.
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Commitment & Invoice Tracking

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• Maintain commitment logs tracking purchase orders, subcontracts, and authorizations for expenditure (AFEs) across assigned projects.
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• Process and reconcile vendor invoices against PO commitments; coordinate with procurement and accounts payable to resolve discrepancies.
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• Maintain accurate and up-to-date records of committed, invoiced, and remaining balances across project cost structures.
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• Support project cost close-out activities, including final invoice reconciliation and budget variance documentation.
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Cash Flow Forecasting

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• Assist in developing and maintaining monthly cash flow forecasts by project, working from approved budgets, commitment schedules, and anticipated invoice timing.
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• Update forecasts as project conditions, vendor schedules, or scope changes occur; document and communicate updates to the Project Controls Manager.
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• Support portfolio-level cash flow consolidation and reporting as directed.
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Change Order & Change Management Support

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• Assist Project Managers in tracking potential changes, pending change orders, and approved scope changes affecting project cost.
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• Maintain change logs and ensure cost impacts are reflected accurately in project budgets and forecasts.
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• Support preparation of change order cost documentation, including quantity take-offs, unit cost development, and budget transfer requests.
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• Ensure change management records are complete, organized, and audit-ready.
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Reporting & Documentation

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• Prepare routine project cost reports, dashboards, and summaries using Excel and other project controls tools.
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• Maintain organized project cost files, ensuring version control and document integrity across the portfolio.
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• Support stage-gate review preparation by assembling cost and commitment data packages as directed.
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AI Tool Support

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• Support evaluation and adoption of AI-enabled tools for cost control functions such as reporting automation, variance analysis, and data quality checks.
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• Participate in training and change management activities related to new tool implementation within the project controls group.
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Qualifications

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• Associate degree or higher in Engineering Technology, Construction Management, Business, Accounting, Finance, or related field — or equivalent on-the-job experience in a capital project or industrial environment. A four-year degree is not required.
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• 2–4 years of experience in project controls, project accounting, or cost control in a capital project or industrial environment.
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• Demonstrated proficiency in Microsoft Excel, including pivot tables, cost tracking workbooks, and financial reporting.
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• Exposure to cost control concepts: budgeting, commitments, forecasting, variance analysis, and change management.
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• Familiarity with capital project processes and terminology (AFEs, POs, stage gates, change orders) preferred.
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• Experience with project controls or financial management software (e.g., Primavera P6, SAP, Oracle, or similar) is a plus but not required.
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Key Attributes

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• Detail-oriented with strong organizational skills — able to maintain accuracy across multiple concurrent projects and cost structures.
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• Analytical mindset with a genuine interest in cost management, financial controls, and capital project delivery.
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• Proactive communicator — surfaces issues and asks questions early rather than waiting for problems to compound.
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• Collaborative and service-oriented — works effectively with Project Managers, procurement, and finance counterparts.
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• Eager to develop professionally and grow within a structured project controls discipline.
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