Project Controls Assistant

About the job:

Kent is looking for a Project Controls Assistant to support project controls, financial administration, cost tracking, invoicing, reporting, and project administration activities for commissioning, construction, and engineering projects. This position works closely with Project Managers, Project Controls personnel, Procurement, Finance, and other project stakeholders to ensure accurate project reporting and financial management throughout the project lifecycle.

Skills and Responsibilities:

Responsibilities:

The Project Controls Assistant supports the financial, administrative, and reporting functions of a commissioning project. This role is responsible for maintaining cost tracking systems, supporting invoicing and billing processes, monitoring payment status, and assisting with project controls reporting. The position works closely with Project Managers, Cost Controllers, Procurement, and Finance teams to ensure accurate and timely project financial management.

Project Controls & Administration

• Support daily project controls administration functions across the commissioning project lifecycle.


• Maintain ERP system reports, project logs, and tracking tools to ensure accurate and up-to-date project data.


• Organize and manage project documentation and files within designated project folders and systems.


• Ensure data integrity between project controls systems, ERP tools, and internal tracking logs.

Cost Tracking & Reporting

• Maintain invoice trackers, billing logs, and cost tracking tools.


• Assist in the preparation of monthly project review reports and presentations.


• Support cost forecasting activities by providing accurate and timely financial data.


• Track project expenditures against budgets and highlight variances to the project team.

Invoicing & Billing

• Prepare client invoices in accordance with contract terms and project milestones.


• Support invoice validation by reconciling billed labor against approved timesheets.


• Submit draft invoices to the Cost Controller for review prior to client submission.


• Ensure all billing documentation is complete, accurate, and auditable.


• Coordinate with internal stakeholders to resolve billing discrepancies.

Client Payment Tracking

• Track client payment status, including aging and outstanding receivables.


• Participate in weekly Client Invoice Payment meetings and provide status updates.


• Follow up on overdue invoices and coordinate with finance and project teams as needed.

Procurement & Vendor Coordination

• Collaborate with the procurement team to review project purchase orders (POs) and vendor invoices.


• Assist in validating vendor invoices against contract terms and received services.


• Track commitments and expenditures related to procurement activities.

Financial Close & Accruals

• Support the monthly accrual process by identifying unbilled work and outstanding costs.


• Assist in month-end financial close activities, ensuring accurate cost capture.


• Maintain supporting documentation for accruals and financial adjustments.

Collaboration & Communication

• Work under the guidance of the Project Manager and Cost Controls team.


• Interface with cross-functional teams including Engineering, Procurement, Finance, and Field Teams.


• Provide clear and timely updates on project financial status and billing progress.

Your Knowledge/Skills, Education, and Experience:

Knowledge / Qualification / Training / Certification:

• 5 years of experience in project controls, accounting, or project administration (commissioning, construction, or engineering environment preferred).


• Strong proficiency in Microsoft Excel and project tracking tools.


• Experience working with ERP systems (e.g., SAP, Oracle, or similar).


• Basic understanding of project cost control, billing, and financial processes.


• High attention to detail and strong organizational skills.


• Ability to manage multiple priorities in a fast-paced project environment.


• Strong communication and teamwork skills.


• Experience supporting commissioning or construction projects.


• Familiarity with timekeeping systems and labor reconciliation processes.


• Exposure to cost forecasting, accruals, and financial reporting cycles.

Communication:

• Excellent command of the English language in both oral and written communication and skills.

• Ability to communicate effectively with project teams and stakeholders.

Behavior / Core Competencies:

• Team-oriented and collaborative.

• Strong attention to detail.

• Proactive and organized.

• Adaptable and responsive to changing priorities.

• Demonstrates accountability and professionalism.

HSSEQ:

The Employee shall observe the Health, Safety, Sustainability, Environment, and Quality rules of the Company, its clients, and the governing authorities of the host country.

Details About the Role:

Location: Houston, TX

Relocation Required: No

Travel Required: Minimal, as required by project needs

Contract Type: Full Time, Regular

Experience Level: 5+ years