At D/E/F Services Group, Ltd we love to build. Since our inception in 1999, we have crafted our company to be the contractor of choice for design / build & general construction services in the fields of Mechanical, Electrical, Plumbing, HVAC, Low Voltage & Carpentry. Do you enjoy working with a team that likes to win? Do you want to learn, grow & build your value? Are you the type of person who takes responsibility? Are you consistent in your workmanship? Do you feel like you can do more? With our Core Values, D/E/F Services Group could be the place for you.

The preferred Project Controls Specialist is required to prepare, compile, enter, maintain, process, and review estimates, awarded projects, purchase orders, schedules and project status, closeout procedures within multiple programs in conjunction with the policies and procedures established by D/E/F Services Group, Ltd. Under the project manager’s direction and guidance. We are looking for a candidate who is hands-on and will take accountability of their day-to-day operations, has an educated understanding of the commercial construction industry, and has an ability to self-motivate and meet deadlines effectively. Candidates will need to be comfortable working with and managing workers across diverse disciplines and skill sets to build a cohesive, capable team.

The Value of One Benefits Package:

• Medical, Dental & Vision Insurance with Employer Contribution
• Voluntary Ancillary Insurance Options such as Life Insurance, Short-Term, and Long-Term Disability
• D/E/F Days which provide 6 days off per year in addition to the 6 federally recognized holidays.
• Family Medical Leave & Paid Time-Off after accrual
• Local & National Retailer Discounts

Essential Traits for Success:

• Establishes priorities and has a can-do demeanor.

Estimating Support:

• Review of bid specifications at request of Estimators for any required documentation to accompany the bid, to include bid bonding, resumes, and AIA documentation. Start preparing admin portion of bid packages required documentation including bid bond request submission.
• Review the bid specifications for payment terms and retainage amount/percentage to be sure they are not unusual and are included in the bid amount, where necessary.
• Review and report any CHRO, AA, EOE, HUD, SBE/WBE/MBE/DisBE project requirements to estimators ASAP during the bid process so proper bid solicitations can be created and sent to required groups of companies. Document and save for reference per estimate these special types of solicitations.

Project Management Support:

• Prepare the documentation necessary for project manager’s review of the commencement and completion of a project to include Certificates of Insurance (COI), entering of the Schedule of Values updated by the project manager, Lien Waivers, Substantial Completion, Warranty letters as well as any AA/EOE, CHRO/HUD or SBE/WBE/MBE project requirements. Assist in preparation of subcontractor’s subcontracts including OSHA certs and certified payroll docs and vendor POs including any special PO wording required by contract docs.
• Confirm and track permits for all jobs. Draft project building and trade permit letters, fill out permit application with PM help, verify permit costs with towns, request DEF check for permit costs from admin, create the permit package which to submit to towns may include drawings.
• Create and update project schedules, as required.
• Submittals - Compile, verify accuracy, and sort information according to project requirements and specifications in conjunction with the project managers.
• Prepare and review subcontracts and awarded project documents to confirm scopes.
• Prepare project start-up packages & kick-off meetings for Superintendents & Foremen, including providing them with copies of project specifications, prints / drawings, submittals / cutsheets, project schedules, MSDS, safety manuals. Upload all field required documents to appropriate software and ensure the project team has proper access to uploaded files.
• Upon PM request, be responsible for releasing and tracking of “approved” submittal materials needed in accordance with project specifications, proper lead times, and delivery schedules.
• Understands the contractor / vendor / supply house relationship, and how to purchase materials correctly & accurately: example - writing purchase orders with required notes such as lead times required, ship requests, sales tax status, delivery notes, etc. Review wording with PM.
• Provide directed schedule updates, project status reports, and understanding the responsibility of accurately copying and updating meeting minutes in software from the project manager’s notes.
• Creating DEF RFC/PCOs in Computerease with PM direction and PM provided backup cost documentation such as COR excel spread sheet, takeoffs, vendor material quotes.
• Weekly tracking of project document requirements (preferably in Computerease) for PM review and follow up on outstanding project paperwork – ex. RFCs, RFIs, Submittals, material lead times.
• Entering approved subcontractor’s change orders including the tracking, supporting documents and finalization.
• Maintain daily reports – confirm they are completed weekly for each project. Review daily reports for completeness and review any issues with appropriate Project Manager. Submit reviewed and approved daily reports to owners / general contractors as needed.
• Resolves deficiencies by using standard procedures or returning incomplete documents to the proper party for resolution per the project manager’s direction.
• Conduct project closeout procedures which may include reports, checklists, finalization of billing, and site processing, warranty management and “W” job number, and turnover under Project Manager’s guidance.
• Maintains operations by following policies and procedures and reporting possible needed changes for efficiency and improved information flow.
• Maintains and protects operations by keeping information confidential.
• Contributes to team effort by accomplishing related results as needed.

Project Manager's Assistant Qualifications / Skills:

• Organization skills
• Attention to detail.
• Computer savvy
• Confidentiality
• Thoroughness

Licensing, Education, and Experience Requirements:

• High school diploma or equivalent
• 2 Years of Data Entry experience, preferred.
• 2 Years Construction Industry experience, preferred.
• 2 Years of experience in document processing / compliance / control relative to construction industry
• Experience with ComputerEase and Procore are preferred.

Required Technology Skills

• Email
• Microsoft Office Suite
• Adobe Acrobat Pro