Project Controls and Administrative Manager

Redwood Strategy Group (RSG) is a minority owned, Economically Disadvantaged Woman-Owned Small Business (EDWOSB) founded on over 17 years of thought-to-action leadership supporting military departments, Department of Defense, and agencies across the U.S. Federal Government with transformation, strategy, and operations. At RSG, we are committed to our company foundation - our employees. The minute you start working here, you become an integral part of our team, our future, and you will play a key role in the continued growth of our company.

Position Summary
The Project Controls and Administration Manager is the program team’s schedule owner, execution coordinator, and administrative control point. This person will develop and maintain the Integrated Master Schedule (IMS), drive timely completion of commitments across the prime contractor, partners, subcontractors, and internal functions, and ensure that program records accurately reflect decisions, status, risks, issues, and actions. The role combines disciplined project controls with hands-on meeting, reporting, and document administration for a U.S. Navy boat design, production, inspection, and delivery program.
Success means the team has one credible schedule, owners understand what is due and when, emerging delays are surfaced early, meetings result in documented decisions and closed actions, and leadership receives concise, accurate status information.
Key Responsibilities
Integrated Master Schedule and Execution Control
• Build, baseline, maintain, and publish the resource-informed IMS covering design, material procurement, long-lead items, mold construction and inspection, production, test and trials, technical data, Government reviews, and boat delivery milestones.
• Integrate inputs from engineering, supply chain, production, quality, logistics, contracts, subcontractors, the prime contractor, and Government-facing workstreams into one logically linked schedule.
• Validate activity logic, durations, dependencies, constraints, calendars, milestones, and critical or near-critical paths; prevent disconnected activities and unsupported date changes.
• Run weekly schedule updates, collect objective progress evidence, assess forecast dates and float, and maintain a clear baseline-versus-current view.
• Facilitate look-ahead planning and schedule reviews; identify late inputs, handoff gaps, resource conflicts, and impending milestone threats before they affect delivery.
• Drive recovery planning with accountable owners, documented actions, and due dates; track corrective actions through closure and escalate missed commitments promptly.
• Maintain schedule change control and an audit trail of approved baseline changes, assumptions, impacts, and decisions.
Program Coordination and Task Leadership
• Serve as the program’s task master: translate plans and meeting decisions into assigned, dated actions; follow up consistently; and provide leadership with an exception-based view of overdue or at-risk commitments.
• Maintain integrated action, issue, risk, decision, dependency, and change logs, with clear owners, dates, status, impact, and closure evidence.
• Coordinate preparation for the Post Award Conference, Design Maturity Review, progress reviews, inspections, trials, and other internal or customer reviews.
• Confirm that review entry criteria and supporting materials are ready, including current design, production, and delivery schedules; material and purchased-parts status; long-lead items; open variances or problem reports; risk assessments; facilities readiness; and production staffing evidence.
• Work closely with the Program Manager while independently pursuing updates and closure across the team.
Meetings Reporting and Administration
• Plan and administer recurring and ad hoc meetings: schedule sessions, coordinate participants, prepare agendas and pre-reads, capture attendance, and distribute materials.
• Produce accurate minutes that record the meeting date, time, location, topics discussed, concerns, decisions, assigned and completed actions, attendees and contact information, and documents reviewed, including revision, date, and file name as applicable.
• Prepare weekly and monthly status reports that summarize accomplishments, upcoming work, milestones, schedule performance, critical-path movement, risks, issues, decisions needed, action status, and recovery activity.
• Maintain the program calendar, contact roster, distribution lists, meeting cadence, deliverable calendar, and correspondence log.
• Organize controlled program records in the approved web-based project management or document environment; apply consistent naming, version, review, approval, and retention practices.
• Coordinate Data Requirement List deliverables and submissions through the designated PMS 300 Integrated Data Environment, working with content owners to ensure complete, approved, and timely packages.
• Support configuration and contract administration by tracking change notices, Requests for Variance, Contract Problem Identification Reports, configuration change-log actions, and related schedule impacts without exercising contracting authorit

Prior Navy experience, including direct experience working within Navy Enterprise Resource Planning (ERP)

SAP end-user experience in Materials Management (MM) (PR / PO / IR / GR / SES).

-Bachelor’s degree in project management, business, engineering, operations, or a related field; equivalent relevant experience may substitute.

-Five or more years of experience in project controls, program coordination, scheduling, or project administration on complex engineering, manufacturing, shipbuilding, defense, or Government programs.

-Demonstrated experience building and maintaining an IMS in Microsoft Project, Primavera P6, or a comparable scheduling platform.

-Strong command of scheduling fundamentals, including work breakdown structures, network logic, baselines, status dates, critical path, float, milestones, look-ahead planning, and recovery schedules.

-Proven ability to run action tracking, issue and risk management, meeting administration, and executive-ready status reporting.

-Excellent written communication, follow-through, organization, and attention to detail; able to challenge incomplete updates professionally and persist until commitments are resolved.

-Proficiency with Microsoft 365, particularly Excel, PowerPoint, Word, Outlook, Teams, and SharePoint or an equivalent controlled collaboration environment.

-Ability to work with controlled program information and satisfy applicable customer, facility-access, citizenship, background-screening, or security requirements stated by the employer.

-PMP, PMI-SP, PSP, or equivalent project controls certification.

-Experience supporting U.S. Navy, NAVSEA, DoD, maritime, boatbuilding, or other hardware-production programs.

-Familiarity with contract data requirements, Government review cycles, configuration management, variance or problem-report workflows, and integrated data environments.

-Working knowledge of earned value concepts, schedule health checks, quantitative schedule risk analysis, and Power BI or similar reporting tools.