Entry-level Project Information Specialist

AECOM is seeking an Entry-Level Project Information Specialist for our Alabama Transportation team to be based out of our Birmingham, AL office on a hybrid basis to serve in a Project Management Assistant capacity. This is an internal support position.

The following is a list of responsibilities for the role, but it will not be limited to:

Works with company financial systems and document/file management requirements (including naming conventions, version control, approvals, and retention).

Develops proficiency in the use of company cornerstone systems and financial tools; produces cost, schedule, and progress data in the formats required to manage and control the work.

Maintains organized project management files (budgets, forecasts, trends, change logs, commitments, earned value reports, and supporting backup) and ensures information is traceable, auditable, and stored in the correct project repository.

Understands financial terminology, metrics, and reporting requirements; recognizes the downstream cost and schedule impacts of project decisions and field actions.

Develops knowledge of accounting principles and how they relate to cost coding, accruals, commitments, and revenue/cost recognition (as applicable).

Supports the monthly invoicing effort by coordinating required inputs, validating supporting documentation, tracking invoice status, and maintaining invoice files in accordance with project procedures.

Supports invoice management and file controls by verifying backup, tracking invoice status, and may participate in reviewing and approving contractor/vendor invoices in accordance with contract terms and project procedures.

Applies earned value methodology concepts and supports maintenance of EV files (rules of credit, progress measurement, and reconciliation between cost, schedule, and progress).

Collects and analyzes manpower, labor hour, and labor cost data versus budget limitations; maintains time/phasing backup and supports productivity tracking and reporting.

Collects and analyzes data for tracking actual costs versus funding limitations; supports funding drawdown/usage reporting and flags potential overrun risks early.

Assists in tracking purchase orders and subcontract commitments, change orders, and expenditures; maintains a commitments log with proper documentation, version history, and approval records.

Assists with monitoring and control of baseline budgets.

Supports performance management and cost/schedule integration by helping reconcile discrepancies between progress, earned value, schedule status, and cost reports.

Supports project reporting by compiling inputs, validating data consistency, and ensuring report packages are complete, correctly stored, and distributed using controlled file practices.

Participates in project cost review meetings by preparing files, presenting variance drivers (as requested), capturing actions, and filing minutes/action logs in the approved repository.

Gathers data for procedure development and continuous improvement; helps implement standard project controls templates, checklists, and file structures to improve consistency and compliance.• Under direct supervision, follows standard procedures, processes and techniques to accomplish assigned tasks.

Performs data entry into an electronic document management system.

Resolves routine questions and problems and refers more complex issues to higher/more experienced levels.

May prepare and maintain project filing system.

Assists in the receiving, processing, monitoring, and expediting of internal and external distribution of engineering and supplier documentation.