CAA ICON - Project Controls Manager

Job Description

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 65 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. Our experience spans 11 professional sports leagues and has totaled nearly $45 billion over the last 20 years in business. CAA ICON offers world-class service in the areas of feasibility and planning, project management, consulting, 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 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. In addition, help Project Managers with Contract Administration as well as track all SBE / Minority participation across all Owner Agreements.

Responsibilities

• Key point of contact for client groups : CFO, Controllers, and Finance Departments
• 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 budgets
• 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 clients 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
• Support in Contract negotiations and procurement / buy-out of FF&E
• Support PMs with Contract Administration upon Contract Execution
• Track and consolidate all SBE / MBE participation across all Owner Vendor Contracts

Requirements

Location

This role is based out of Las Vegas, NV or Denver, CO.

Compensation

The annual base salary for this position is in the range of $115,000 - $150,000. 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 :

The anticipated closing date is on or around 10 / 31 / 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 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.