Project Controller

Project Controller

Type: 6-8 contract, Fly-in, Fly-out (2 weeks on, 2 weeks off) 

Site: Northwestern BC

Start date: ASAP

Position Summary

The Project Controller is a dedicated project-controls resource for the Project, responsible for the full labour, equipment and material (LEMS) to invoice cycle. Working under the direction of the Project Manager and to project-controls standards, the Project Controller produces daily LEMS from 4CP, reconciles subcontractor LEMS against client-approved records, prepares client and subcontractor invoices, and maintains the cost, accrual and reporting records that keep the project billed current and its cash position visible. The role is the primary commercial-controls interface between the project team, its subcontractors, and the client's project-controls group.

The client staffs this function with two Project Controllers who share one continuous seat on a back-to-back two-and-two rotation, both client-funded. The rotations mirror each other so that one Project Controller is always on site, the daily LEMS and invoicing cycle never lapses during a changeover, and each is fully capable of the commercial scope, subcontractor coordination and client interface rather than daily data entry alone. The two maintain a documented handover at each rotation change so open items, client feedback and outstanding approvals carry across without loss.

Key Responsibilities

Daily LEMS and Field Reporting

• Generate daily labour, equipment and material (LEMS) records from 4CP and issue them to the client in the required LEM Book format.
• Ensure the daily field report prepared by site supervision is mapped accurately into the client report and submitted on schedule.
• Confirm subcontractor daily LEMS are received by the 8:00 a.m. deadline and reconciled against the client (KSM) LEMS before submission.
• Maintain the daily sign-off loop: subcontractor submits to TNDC, TNDC reviews and signs, and records are returned once the client signs and returns them.

Time and Cost Capture (4CP)

• Enter and maintain daily time, equipment and material entries in 4CP, keeping all periods current.
• Establish and maintain the work breakdown structure (WBS) and cost breakdown structure (CBS) for the project in 4CP.
• Apply correct cost coding to all labour, equipment, material and invoice entries.
• Upload and reconcile any backlogged periods so the project is billed current.

Client Invoicing and Certified Payment

• Prepare and submit client invoices for each billing period, aligned to the contract, monthly contract charges and approved LEMS.
• Obtain certified payment documentation from the client as a condition of issuing invoices.
• Manage the client review cycle, tracking submitted packages through client feedback and approval.
• Distinguish billable from non-billable items and resolve anomalies (for example, disputed equipment, standby, or site-specific charges) with the client's project-controls contact.

Subcontractor LEMS Reconciliation and Invoicing

• Reconcile subcontractor LEMS against client-approved LEMS and the executed rate sheets.
• Collect subcontractor invoices, vet them against reconciled LEMS, and approve them against client-approved billing once client feedback is received.
• Require a statutory declaration from each subcontractor as a condition of payment.
• Support enforcement of subcontract commercial terms, including rate-sheet version control, not-to-exceed (NTE) breakdowns, equipment billed on actual utilisation, and personnel authorisation.

Reimbursables, Accruals and Revenue Recognition

• Own the monthly reimbursables cycle, including monthly equipment, offsite hours and third-party invoices, routing all reimbursable invoices to the correct project record.
• Prepare monthly accruals and use approved package values to accrue project revenue.
• Track procurement already funded by TNDC and provide visibility on the timing of cash recovery.

Commercial and Contract Compliance

• Administer the project in accordance with the contract, applicable master service agreements, and TNDC project-controls standards.
• Track committed value by purchase order and against contract limits.
• Maintain complete commercial records to support billing, audit, and any change or claim.
• Participate in commercial meetings with the client's project-controls group and with subcontractors.

Reporting and Stakeholder Coordination

• Prepare project-controls reports for TNDC leadership and the client, covering billing status, cost, accruals and outstanding approvals.
• Coordinate with the project manager, site supervision, subcontractors and the client's project-controls contact.
• Provide daily, weekly and monthly task tracking for the LEMS and invoicing cycle.
• Support transition of the LEMS and invoicing workflow to the ongoing project team, including training on 4CP entry and reporting.

Rotation and Continuity (Back-to-Back Pairing)

• Work a two-and-two rotation back-to-back with the second Project Controller so that one of the pair is on site at all times and the daily cycle never lapses.
• Complete a documented handover at each rotation change, covering open LEMS, submitted and pending invoices, client feedback, subcontractor status and outstanding approvals.
• Keep 4CP, the LEM Book and commercial records current enough that the incoming Project Controller can take over without a gap.
• Share the full commercial scope with the paired Project Controller, both are capable of client and subcontractor coordination, not split into a senior and a junior seat.

Qualifications

• Diploma or degree in construction management, accounting, business, or a related discipline, or equivalent project-controls experience.
• Experience in project controls, cost control or project accounting on heavy civil or resource and mining construction projects.
• Working knowledge of LEMS-based reimbursable and unit-rate billing, and of prime-subcontractor commercial administration.
• Familiarity with remote, camp-based project environments is an asset.

Systems and Technical Skills

• Proficiency in 4CP, or an equivalent field time and cost system, for LEMS, time entry and WBS / CBS.
• Experience coding and reconciling invoices in an ERP (for example, Eclipse).
• Strong Microsoft Excel skills for reconciliation, accruals and reporting.
• Sound understanding of cost coding, accruals, and reimbursable billing mechanics.

Core Competencies

• High accuracy and attention to detail on billing and reconciliation.
• Discipline in meeting daily deadlines, including the 8:00 a.m. LEMS cut-off.
• Clear commercial judgement on billable versus non-billable items.
• Effective coordination across field, subcontractors and client controls.
• Sound record-keeping to support audit and claims.

Key Performance Indicators

• Daily LEMS issued to the client on time and reconciled.
• Client and subcontractor invoices kept billed current, with minimal rejected or disputed items.
• Timely and accurate monthly accruals and revenue recognition.
• Subcontractor payments released only against reconciled LEMS, client-approved billing and statutory declarations.
• Cash recovery on funded procurement tracked and visible.

Working Conditions

• Site-based at the Project, northwestern British Columbia, on a rotational schedule.
• Remote camp environment with periodic travel.
• Occasional extended hours during month-end billing and catch-up periods.

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