Project Controls Lead, Planning & Development

The Department of Planning and Development is primarily responsible for handling and ensuring fulfillment of tribal contractual agreements for the construction activities of tribal projects. The department is also responsible for upholding ordinances, codes and following through with necessary procedures for development and construction of projects. The Department engages in business decisions regarding owner representation and acts as a liaison among the San Manuel Band of Mission Indians, management, design, consultants and contractors in all developments. Specifically, the Project Controls department initiates, updates, and distributes process controls for capital projects to ensure high performance and real-time feedback for project and portfolio health.
Under the supervision of the Manager of Project Controls, the Project Controls Lead is responsible for the processing of all construction contracts and invoices. The Project Controls Lead provides support to the management team regarding budget requirements, job cost accounting, scheduling, risk management processes, data capture, and document control. Work requires proven experience in both construction and accounting environments. The Project Controls Lead possesses skills in working with policies, procedures, and confidential matters. The Project Controls Lead is responsible for maintaining the records which includes, but is not limited to, vendor contracts, change orders, task orders, and job cost accounting. The Project Controls Lead must possess attributes for timely recognition and resolution of issues. The Project Controls Lead manages the invoice department documentation process to ensure materials purchased by the Tribe for construction projects remain California sales tax exempt where applicable.
Essential Duties & Responsibilities
Works closely with the Legal Department, Purchasing Department, Finance Department, Project Managers and the Manager of Project Controls to ensure that policies and procedures are followed in regards to coordination of contracts
Processes, reviews, and confirms all construction invoices by verifying financials and back-up documentation to meet department, accounting, and legal requirements
Oversees the management of project budgets at a department level with consideration to the Capital Improvement Project (CIP)
Controls monthly actual CIP costs versus budget performance and implements corrective actions to ensure budgetary compliance
Oversees the Project Controls Coordinator(s) and Assistant(s) on construction or development projects and actively oversees all budgets as they relate to Tribal Sales and Use Tax Mitigation Procedures for sale of tangible personal property made by Seller to the Tribe on the Reservation for project materials
Audits and monitors all projects on a monthly basis for accuracy and makes any corrections in a timely manner
Compiles, prepares, revises and maintains reproduction, and distribution of CIP budgets, project reports, logs, correspondence, charts, and forms
Maintains the weekly data requirements such as invoice status log, pending agreements and change orders, task orders for master service agreements, schedules and risk registers
Processes approved proposals by approving authority pertaining to projects
Develops and maintains professional business relationships with Project Managers, Legal, Purchasing, Finance and outside vendors
Trains others within the Department on job related construction process requirements
Maintains files for processed invoices, approved request for change orders, approved change orders, pending and executed agreements, and other
Additional duties may be assigned and/or existing duties may be modified to meet departmental changes when they arise.
High School Diploma or GED required.
Bachelor's degree in related field preferred.
Minimum five (5) years administrative experience in construction, contract management, invoicing and other cost related project data, project management and/or accounting required.
Minimum three (3) years Timberline or other project management software experience highly desired.
Intermediate proficiency in Microsoft Word, Excel, Access, Power Point, and Outlook is required.
Knowledge of Generally Accepted Accounting Principles (GAAP).
Experience with American Institute of Architects (AIA) documents, billing, cost reporting, job costing, accounting function and accounting software experience preferred.
Must possess the ability to quickly learn and adapt to new software applications and changes.
At the discretion of the San Manuel Tribal Gaming Commission you may be required to obtain and maintain a gaming license.
San Manuel Band of Mission Indians and San Manuel Casino will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

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