Project Controls Specialist – Smartsheet Expert

Institute for Building Technology and Safety
US - Virginia - Ashburn
December 24, 2024
Administration

Responsibilities:

Location: Onsite support in the Washington, D.C. and Ashburn, VA locations

Part-Time (29 or fewer hours per week)

We are seeking a highly skilled and experienced individual with advanced-level expertise in Smartsheet to support Federal contract management and project tracking efforts.

This part-time role requires the ability to develop, manage, and maintain Smartsheets to ensure clarity and accountability for project deliverables.

The ideal candidate will also train team members on Smartsheet best practices and usage, playing a key role in improving the efficiency and transparency of project management processes. Prior experience in Construction related projects is highly desirable.

Key Responsibilities

Smartsheet Development and Management

Create and manage advanced Smartsheet solutions tailored to Federal contract requirements to include, but not limited to, tracking Permits, Certificates, Acceptance Letters, Inspection Reports, etc.

Design workflows, dashboards, and reporting structures to track project deliverables, timelines, and resources.

Ensure Smartsheet configurations align with project goals, client needs, and compliance standards.

Project Support

Assist project managers and team members with the maintenance and use of Smartsheets to include, but not limited to, preparing/tracking a project charter, schedule, milestones, progress reports, work breakdown structure (WBS), Quality Management Plan (QMP), etc.

Monitor and update Smartsheets to reflect real-time project progress and changes utilizing Smartsheet software for project planning and tracking. Utilization of Microsoft Project Professional may be required as well.

Serve as the point of contact for troubleshooting and enhancing Smartsheet usage across the team.

Staff Training and Support

Develop and deliver Smartsheet training sessions and materials for staff members.

Provide one-on-one or group coaching to ensure team proficiency in using Smartsheets for project tracking and reporting.

Administrative Support

Support Federal contracts by ensuring accurate documentation and clear tracking of deliverables via Smartsheets.

Assist in compiling data and generating reports from Smartsheet to share with internal and external stakeholders.

Qualifications:

Minimum Requirements

Experience:

Minimum 3 years of experience in project controls, support, or administration, with a strong focus on Smartsheet usage and management.

Education:

Associate's or bachelor's degree in Business Administration, Project Management, or a related field -OR- equivalent experience.

Technical Proficiency:

Advanced-level working knowledge of Smartsheet, including the ability to develop complex workflows, formulas, and dashboards.

Working knowledge of Microsoft Project Professional.

Proficiency in other project management tools and software (e.g., MS Office Suite, Excel).

Skills:

Strong organizational and time-management skills.

Excellent communication and interpersonal skills, especially in training and mentoring staff.

Detail-oriented with the ability to manage multiple tasks simultaneously.

Ability to prepare detailed reports and maintain accurate records.

Preferred Qualifications

Smartsheet experience in construction-related projects is highly desirable.

Familiarity with Federal, State, or local Government contracts and deliverable tracking.

Smartsheet certification (e.g., Smartsheet Product Certification) is highly desirable.

Other Requirements

Onsite support in the Washington, D.C. and Ashburn, VA locations

Must be able to work independently while collaborating effectively with a diverse team.

Company Overview:

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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