Deltek System & Project Controls Administrator

Position Overview

The Deltek System & Project Controls Administrator is responsible for the administration, configuration, and optimization of the Deltek project management system. The role ensures accurate project setup, resource planning, financial tracking, and reporting to support efficient project delivery and informed decision-making across the organization.

This position works closely with Project Managers, Finance, HR, and Senior Management to maintain the integrity of project data, improve operational workflows, and ensure effective use of the Deltek platform.

Key Responsibilities

1. System Administration

• Administer and maintain the Deltek platform.
• Manage user accounts, access rights, and security settings.
• Maintain system configuration aligned with company policies and workflows.
• Coordinate system upgrades, patches, and technical support with IT.

2. Project Setup & Configuration

• Create and maintain project records, including:
• Project structures
• Work Breakdown Structures (WBS)
• Billing types
• Budget and fee structures
• Ensure all project data is entered according to company standards.

3. Resource Planning & Allocation

• Support project managers in planning and assigning project resources.
• Monitor staff utilization and workload distribution.
• Ensure accurate tracking of planned versus actual hours.

4. Project Financial Monitoring

• Monitor project budgets, costs, and revenue performance.
• Track key indicators such as:
• Budget vs. actual costs
• Project profitability
• Cost-to-complete
• Support finance and project teams in project financial analysis.

5. Reporting & Data Analytics

• Develop and maintain operational and management reports.
• Provide insights on:
• Project performance
• Staff utilization
• Revenue forecasts
• Project backlog
• Support leadership with data-driven decision-making.

6. Process Governance

• Ensure consistent use of Deltek across the organization.
• Establish and maintain system procedures and standards.
• Maintain data accuracy and system integrity.

7. Training & User Support

• Train employees and project managers on system use.
• Provide troubleshooting and user support.
• Develop internal training materials and system guidelines.

8. Continuous Improvement

• Identify opportunities to improve system efficiency and reporting.
• Support integrations with finance, HR, and other operational systems.
• Participate in digital transformation initiatives related to project management.

Qualifications

Education

• Bachelor's degree in:
• Engineering
• Business Administration
• Information Systems
• Project Management
• Finance

OR

·      Diploma in MIS/IT/Computer Science

Experience

• 3–7 years of experience in:
• Deltek administration or project systems management
• Project controls or project operations
• A&E, engineering consulting, or construction environment

Technical Skills

• Strong experience with Deltek ERP/PMIS systems
• Advanced Excel and data analysis
• Knowledge of project budgeting and financial controls
• Understanding of resource planning and project performance metrics

Core Competencies to Evaluate Candidates

1. Project Financial Understanding

Ability to understand:

Project budgets

• Profitability
• Cost tracking
• Revenue recognition

2. Systems & Data Management

• Ability to manage complex operational systems
• Strong attention to data accuracy and system integrity

3. Analytical Thinking

• Ability to analyze project performance
• Identify trends and operational risks

4. Process Governance

• Capability to establish clear procedures and system discipline
• Ensuring standardized project setup and reporting

5. Stakeholder Collaboration

• Ability to work with:
• Project Managers
• Finance teams
• HR
• Senior leadership

6. Problem Solving

• Diagnose system issues
• Improve workflows
• Provide operational solutions

7. Communication & Training

• Ability to train users on system processes
• Translate technical information into operational guidance

Key KPIs for the Role

• Accuracy of project data in Deltek
• Timeliness of project setup
• Quality and reliability of reports
• User adoption and system usage
• Reduction in project financial discrepancies
• Improvement in resource utilization visibility