Job Description

Who We Are

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

With more than 100 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 with experience spanning 11 professional sports leagues and over $45 billion over the last 21 years in business. CAA ICON offers world-class service in the areas of feasibility and planning, project management, and consulting.

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 the overall project budget (including, but not limited to hard cost and soft cost), committed and uncommitted, risk and exposures, all project cost documentation, invoices, pay applications, and draw requests. 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

The duties listed below are intended only as illustrations of the various types of work that may be performed in this position. They are not intended to prescribe or restrict the assignments that management may make.

• Key point of contact for client group CFO, Controllers, and Finance Depts.

• Focus on all aspects of cost management, including tracking, forecasting, and resolving any potential scope changes, delay claims, design impacts, cash flow, and payment requisitions.

• Maintain and update all aspects of the project budget and cash flow, including budget transfers, client-approved adjustments, exposure logs, and contingency adjustments.

• Maintain and update the project exposure log and incorporate and monitor other relevant cost logs from contractors and consultants.

• Obtain client signatures for all budget adjustments on appropriate forms. 

• Prepare a detailed cash flow analysis with regular updates. 

• 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 an internal invoice tracker and ensure it is in alignment with the project budget. 

• Evaluate, offer recommendations, and adjust, as necessary, all contractor payment applications (design and construction) to ensure accuracy with work-in-place, stored materials, and compliance with specified quality of materials, systems, and installations.

• Lead invoice and payment coordination with client, lenders, contractors, and consultants.

• Lead monthly lender site-walks and pay app review meetings. 

• Lead weekly or bi-weekly budget review meetings with the 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. 

• 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 requests, 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

Requirements

• Bachelor's degree in Finance, Engineering, or Construction Management (or related field)

• 5-7 years of related experience, including supervisory/managerial experience

• Advanced experience with using Microsoft Office Suite, specifically Excel

• 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 independently and in a team environment

• Travel as required to meet the needs of the client/project

• High-level understanding of Design Build and CMAR agreements

• Good understanding of FF&E Procurement 

Location
This role is based in San Antonio, TX.

Compensation
The annual base salary for this position is in the range of $93,000 - $124,000. This position is also eligible for benefits and a discretionary bonus. Ultimately, the salary may vary based upon, but not limited to, relevant experience, time in the role, business sector, and geographic location, among other criteria. Please talk with a CAA Recruiter to learn more.

Benefits

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

• Discretionary Annual Bonus

• 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

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 absence of a permanent address is not a bar to employment. The Company does not discriminate against individuals based on housing status, including the absence of a fixed address.

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.