CAA ICON - Project Controls Manager

Job Description

A division of leading entertainment and sports agency Creative Artists Agency (CAA), CAA ICON is the world’s-leading owners representative and strategic management consulting firm for public and private sports and entertainment facility owners/operators, professional franchises, and leagues.

With more than 55 sports, entertainment, and public assembly projects and over 2,500 consulting engagements, CAA ICON has managed the development of many of the most successful venues around the world, spanning 11 professional sports leagues, totaling nearly $40 billion. CAA ICON offers world-class service in the areas of project management, strategic advisory, feasibility and planning, and beyond.

The Role

The Project Controls Manager will be responsible for consolidating all project expenditures and forecasted expenditures into CAA ICON budget reports and forms. Additionally, they will be responsible for monitoring and reviewing the accuracy of all project cost documentation, invoices, pay applications and draw requests, facilitate budget authorization forms and help lead/facilitate some contracts, purchase orders and agreements as required.

They will also focus on all aspects of cost management and tracking, and facilitating the resolution of any potential scope changes, delay claims, or design impacts. Cost Controls on projects are a focal point of our management and maintaining accurate reports is of paramount importance.

Responsibilities

• Key point of contact for client group CFO, Controllers, and Finance Depts but also for any title companies, lenders and etc involved in the budget management or pay application processes.
• Focus on all aspects of cost management including tracking, forecasting, and resolving any potential scope changes, delay claims, design impacts, cash flow and payment applications or draw requests.
• Maintain and update daily (or as often as needed) all aspects of the project budget and cash flow including budget transfers, client-approved adjustments, exposure logs, and contingency adjustments (“budget authorization forms”)
• Maintain and update the project exposure log and incorporate and monitor other relevant cost logs from contractors, consultants and project team to always track an accurate projected final cost for the managed budget.
• Review and obtain client signatures for all budget adjustments made via budget authorization forms.
• Prepare a detailed cash flow analysis with regular updates as required by the Client or Stakeholders
• Coordinate with the client’s financial department regarding the forecast of costs, including any project schedule issues or known financial issues.
• Focus on all aspects of monthly billings and payment application management including tracking, forecasting, and resolving any potential discrepancies between invoices, payment applications and project budget.
• Set up and maintain internal invoice tracker and ensure it is in alignment with project budget.
• Evaluate, offer recommendations, and adjust, as necessary, all contractor pencil draws and payment applications (design and construction) to ensure accuracy with work-in-place, stored materials, and compliance with specified quality of materials, systems, and installations.
• Prepare and lead invoice and payment coordination with client, lenders, contractors and consultants.
• Prepare and lead monthly lender site-walks and pay app review meetings.
• Prepare and lead weekly or bi-weekly budget review meetings with client and other stakeholders.

• During the pre-construction phase:
  • Assist the Project Executive in finalizing the construction costs, including the review and negotiation of the Guaranteed Maximum Price (GMP) for the Project. 
  • Review all definitive documents such as the Development Agreement, any Leases or etc are and ensure they are properly captured and budgeted for.
• During the construction phase:
  • Monitor and track the use of any allowances or contingencies, whether used by the contractor and/or the Client.
  • Analyze change order requests and additional service requests.  Respond in a timely fashion to delay notices, time extension requests, and submitted change orders and/or additional service requests.   Engage others as required to understand the change and its cost implications in order to negotiate terms and conditions with the contractor and/or design team before the work is performed

• Develop and maintain project specific cost reporting logs that may include tracking contractor changes, design change request, exposures, etc.
• Monitor and analyze contractor and subconsultant provided cost logs.
• Working with The Project Director, establish and maintain a project specific Purchase Order Log.
• Maintain project Cash Flow projections
• Lead or assist in OCIP/CCIP (or like Insurance programs) and proper compliance, claims assistance processes and etc.

During Close out Phase:

• Facilitate and lead construction manager and subcontractor close-outs.
• Facilitate and lead all “Owner Vendor” change negotiations and close-outs.

Requirements

• Bachelor's degree in Finance, Engineering, or Construction Management (or related field) OR equivalent experience
• 10 years of related experience, including supervisory/managerial experience
• Advanced experience with using Microsoft Office Suite, specifically Excel (Macro functions, etc), Microsoft Project, Power Bi, SharePoint, Bluebeam Revu and etc to name a few
• Comfortable working in a fast-paced, team-oriented environment
• Ability to clearly communicate, deliver presentations, simplify, explain variances and issues to a team and propose solutions
• Strong attention to detail with strong analytical skills
• Self-starter with the ability to work both independently at times but also in a team environment
• Residing in City of Project is preferred, but up to 50% travel as required would be acceptable too based upon the experience of the applicant and their ability to meet the needs of the client and project.

Location

Denver, CO or Oklahoma City, OK

Compensation

The annual salary for this position is in the range of $130,000-$170,000 if the role is located in Denver, CO and $115,000-$150,000 if the role is located in Oklahoma City, OK. This position also is eligible for benefits and discretionary bonus. Ultimately, wages may vary based upon, but not limited to, relevant experience, time in role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

At CAA ICON, we offer competitive compensation and benefits package:

• Medical, Dental, Vision Insurance
• 401K Plan 
• Paid Vacation / Holidays 
• Paid Sick Time
• Flexible Spending Accounts (Health Care and Dependent Care)  
• Voluntary Life Insurance
• Telemedicine 
• Paid Parental Leave and Other Paid Leaves of Absence
• Adoption Benefits
• Educational Assistance
• Mental Health Resources
• Employee Assistance Plan

The anticipated closing date is on or around 3/1/2025

Creative Artists Agency, LLC (the “Company”) is committed to a policy of Equal Employment Opportunity and will not discriminate on the basis of race (inclusive of traits historically associated with race, including hair texture and protective hairstyles), color, religion, creed, gender or sex (including pregnancy, childbirth, breastfeeding or related medical conditions), national origin, ancestry, age, physical disability, mental disability, medical condition, genetic information, family and medical care leave status, military or veteran status, marital status, family status, sexual orientation, gender identity, gender expression, political affiliation, an employee’s or their dependent’s reproductive health decision making (e.g., the decision to use or access a particular drug, device or medical service), or any other characteristic protected by applicable law.

The Company also complies with the Americans with Disabilities Act and applicable state and local laws with regard to providing reasonable accommodation for qualified individuals with disabilities.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.

Salary : $115,000 - $150,000