Project Controls Specialist | Schulte Design & Construction

• →Serves as the central project controls and construction administration resource for Schulte Design + Construction, supporting Project Managers across a portfolio of concurrent hotel renovation, new construction, and master planning projects.
• →Manages and reviews monthly construction draws and contractor payment applications, including supporting invoices, schedules of values, and percentage of completion, and prepares draw packages for owners and lenders, including AIA G702/G703 pay applications and lender-required documentation.
• →Coordinates draw approvals and payment processing with Project Managers and Accounting, including coding project invoices to the correct project and budget line and confirming timely payment.
• →Tracks retainage withheld and released across contractors and subcontractors, maintains accurate retainage balances, and ensures contractual requirements are satisfied before retainage funds are released.
• →Maintains a comprehensive change order log for each project, covering approved, pending, and anticipated change orders, and tracks potential cost exposure associated with each.
• →Reviews change order supporting documentation, coordinates approvals with Project Managers and ownership, and confirms that budgets and contract values are updated once changes are executed.
• →Tracks anticipated costs and budget exposure, including pending changes, potential claims, allowances, contingencies, and anticipated cost overruns, and works with Project Managers to maintain accurate forecasts of total project costs and remaining commitments.
• →Collects, reviews, and tracks conditional and unconditional lien waivers from general contractors, subcontractors, and suppliers, and ensures appropriate releases are received before payments are processed.
• →Maintains performance bonds, payment bonds, insurance certificates, and other required contractual documentation, monitoring expiration dates, coverage requirements, and compliance throughout construction and requesting renewals before coverage lapses.
• →Maintains executed construction contracts, subcontract agreements, amendments, purchase orders, and related documentation, and tracks contract values, modifications, and outstanding commitments.
• →Coordinates with Project Managers and Accounting to reconcile construction draws, committed costs, actual expenditures, retainage, and projected costs to complete against approved budgets.
• →Prepares construction financial reports, trackers, and dashboards that give Project Managers and leadership timely visibility into budget status, payment status, open change orders, cost exposure, outstanding lien waivers, and expiring bonds and insurance.
• →Coordinates project closeout, including final payment applications, retainage releases, final lien waivers, bond documentation such as consent of surety, warranties, and financial closeout requirements.
• →Maintains organized, audit-ready project records for all draws, contracts, change orders, and compliance documents across multiple concurrent projects.
• →Establishes and maintains consistent procedures and internal controls for draw approvals, change orders, compliance documentation, and financial reporting across all Schulte Design + Construction projects as the department continues to expand its business, in line with the practices of leading project and cost management firms.
• →Serves as a point of contact for general contractors, vendors, lenders, and ownership representatives regarding payment status, documentation requirements, and submission deadlines.
• →Supports audits and owner or lender reviews by retrieving documentation and responding to information requests, and assists Project Managers with RFI and submittal logs, meeting minutes, and other project correspondence as needed.
• →Performs various other duties as assigned to meet business objectives.

• Associate’s or Bachelor’s degree in Construction Management, Accounting, Finance, Business Administration, or a related field preferred; equivalent work experience will be considered.
• 4+ years of experience in construction administration, project accounting, project controls, or accounts payable, preferably with a general contractor, owner’s representative, or developer.
• Hands-on experience preparing or reviewing AIA G702/G703 pay applications, lender draw packages, and lien waivers strongly preferred.
• Experience supporting multiple concurrent commercial construction projects; hospitality or hotel construction experience a plus.

• Exceptional organizational skills with the ability to manage high volumes of documentation across multiple projects and deadlines simultaneously.
• Strong attention to detail and accuracy, particularly when reconciling invoices, pay applications, and contract values.
• Working knowledge of construction payment and cost control processes, including schedules of values, percentage-of-completion billing, retainage, lien waivers, bonds, change order administration, and cost-to-complete forecasting.
• Familiarity with state mechanic’s lien requirements and lender draw procedures preferred.
• Ability to communicate clearly and professionally, verbally and in writing, with Project Managers, contractors, lenders, and ownership groups.
• Ability to work independently, follow through on outstanding items, and escalate issues proactively.
• Sound judgment and discretion in handling confidential financial and contractual information.
• Process-minded, with a desire to build and improve systems, templates, and workflows as the department grows.
• Advanced proficiency in Microsoft Excel, along with Word, Outlook, and SharePoint; experience with construction management or project accounting software such as Procore or Sage preferred.
• This position is based in the Company’s corporate headquarters in Louisville, KY.
• Must have flexible work hours.

*The hiring process may consist of a phone interview, manager(s) interview, drug screen, background check, reference checks, and potential employment assessment. This job description is only intended to provide a general description of the benefits and compensation applicable to this position. Paid Time Off (PTO) is available for eligible associates in accordance with the Company’s Paid Time Off policy.  Specific compensation and benefit details will be discussed during the interview process.

*Schulte Hospitality Group is an Equal Opportunity Employer.