Project Manager

Manage and deliver large-scale projects on time, on budget, on scope, and with high quality. The Project Manager is the liaison between the Association, KW Property Management and Consulting (KWPMC), internal support staff, consultants, and contractors.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Communication, Reporting, Documentation

• Organize and manage weekly meetings between the construction contractor, Management representative(s), architect/engineer, and Association representative(s).
• Document the progress of construction in the project status report, and identify, document, and coordinate the resolution of critical issues.
• Coordinate and regularly schedule meetings with the Engineer and various consultants to ensure that the Association’s requirements are being addressed in a timely and cost-effective manner.
• Prepare weekly project status reports and deliver progress updates to the Association. Weekly status report should include (at minimum):
• Activity completed
• Planned activity
• Schedule variance
• Budget variance
• Escalated risk and/or issues
• Milestone progress

Prepare project-related correspondence, documentation, and other information for distribution to the Association, residents, team members, and other stakeholders.

• Attend all project-related meetings.
• Request and secure all operating manuals, warranties, and any other relevant project documentation.
• Maintain project-related documentation through a proper knowledge management system (e.g., Shared Drive) with organized document taxonomy.
• Prepare and distribute project-related correspondence, documentation, and other information between the Association and Contractors.
• Proactively identify risks and issues, prepare mitigation strategies, and recommend possible recourse action to the Association. Participation in conference calls, as required
• Responds to phone calls and correspondence in a timely, professional manner.

Risk and Issue Management

• Maintain project risk and issue log. At a minimum, the log should contain:
• Date
• Risk/issue description
• Risk/issue category
• Handling strategy (e.g., accept, avoid, mitigate)
• Impact description
• Action
• Assigned Owner
• Outcome/resolution
• Review risk and issue logs with contractors at weekly meetings.
• Accountable for overseeing contractors’ performance to the standards demanded and monitoring for timely completion.
• Accompanies the engineers in preparing the final punch list. The candidate will interface with the design professionals and general contractor to ensure the completion of all open issues.
• Proactively identify potential problems and recommend appropriate handling strategies to the Association.

Procurement and Contract Management

• As needed, establish a shortlist of contractors to be interviewed, document requirements and service-level agreements, establish selection procedures, manage the solicitation process, and interview candidate firms.
• Review and evaluate contractor proposals; summarize evaluation and present recommendations to Association on for contract award, negotiate and finalize agreement.
• Supervise construction job meeting procedures, including request for information (RFI) meetings and the contractor's weekly reporting format.
• Participate in all RFI and general project meetings. At these meetings, the candidate will review the design and construction documents with the architect and the general contractor to verify compliance with the project requirements.
• Establish construction job meeting procedures, shop drawings and project.
• Monitor fabrication submittals and RFI responses relative to the project budget and schedule.

Project Integration and Schedule Management

• Establish a master project schedule. Develop an integrated project schedule, which should include, at a minimum:
• Tasks
• Expected Duration
• Responsibility
• Dependencies
• Milestones
• Confirm the construction schedule with the general contractor and monitor it as work progresses. Update the project schedule weekly.
• Identify the critical path of the integrated project plan. Monitor the progress of the critical path, keeping track of major milestones and their impact on the completion of the project.
• Develop a RACI (Responsible, Accountable, Consults, Informs) matrix for all major project activities and duties.
• Monitor the completion of the work, including punch lists, correction of deficiencies, collection and storage of attic stock, preparation of operating manuals, assembly and cataloging of as-built documents, warranties, and any lease requirements.

Budget Management

• Maintain master project budget and master project cost report tracking
• Audit the contractor's construction budget and negotiate revisions as required.
• In relation to the project schedule and the anticipated progress of the work, review construction cash flow projections with the general contractor.
• Based on subcontractor recommendations and negotiations, advise the Association of opportunities for cost savings.
• Prior to payment review, all invoice submissions must be verified to ensure invoices are fully and properly substantiated in accordance with all terms and conditions of the contract documents. Verify the mathematical accuracy of all submissions and that the work is acceptable. Send approved invoices to the Accounting Associate for payment.

Scope and Change Control

• Establish scope and change control procedures, including communication process, templates, documentation requirements, and approval procedures
• Process all subcontractor approvals, change estimates, and change orders according to procedures. The Project Manager will verify that all change orders are revisions of or additions to the original contract documents and that they are consistent with the established cost parameters.
• Coordinate the Association's approval of design changes and field-generated change orders.
• Analyze change order requests and negotiate revisions when such requests do not conform to established procedures.

Safety and Quality Assurance

• Develop checklists for quality audits and inspections. Conduct periodic (daily) inspections to ensure the project is being delivered on-scope within quality standards while adhering to safety procedures
• Maintain an operating environment that achieves a satisfactory level of resident service as measured by formal and informal feedback and surveys.
• Observe all safety standards and participate in the Company’s (KWPMC) efforts to provide a safe work environment.

Competencies:

• Time Management
• Budget Management
• Facilities Management
• Performance Management
• Interpersonal Communication
• Ethical Conduct
• Leadership
• Problem Solving/Analysis
• Strategic Thinking
• Customer Service

Position Type/Expected Hours of Work

This is a full-time position, with office hours from Monday to Friday from 9:00 AM to 5:00 PM. Hours may vary based on project requirements and client needs. The project Manager is expected to work at the project site. Project Manager is expected to attend periodic Association Board meetings as needed. This position may require to attend occasional off-site meetings during business hours and within the local city limits. The employee is sometimes required to work for extended periods of time, being flexible in the hours, which could include nights and weekends. Must have the ability to react and address all emergency situations in a timely manner.

The Project Manager reports directly to the Property Manager and is expected to collaborate with the Property Manager, Chief Engineer, and other key team members.

Required Education and Experience

• Effective written and verbal communication skills
• Organized and oriented
• Result driven
• Strong managerial background and experience with overseeing employees and contractors.
• A four-year college degree or five years or more of industry experience is preferred.
• Experience in engineering or building construction.
• Must have experience in high-rise building project management or construction management.
• Must have strong working knowledge of basic trades, such as electrical, plumbing, carpentry, HVAC, and painting standard principles and practices.
• Ability to analyze and interpret technical aspects, such as pumps, motors, and mechanical systems, with a similar degree of complexity.
• Must be proficient and have a working knowledge of Microsoft Word, Excel, and MS Project applications.
• Must have a valid Florida driver’s license.
• Bi-lingual (Spanish) preferred

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time, with or without notice.

KW Property Management & Consulting is a drug-free workplace.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.