What are the responsibilities and job description for the Project Manager position at DDS Mechanical Plumbing & Heating Corp.?
ROLE SUMMARY
The Project Manager owns the successful delivery of D.D.S.'s projects from contract award through final sign-off. A successful Project Manager for a specialty trade must have the ability to adapt to project-specific challenges — whether with the client or with the foreman and crew assigned to the site. It is also the Project Manager's responsibility to provide a steady amount of work to the Assistant Project Manager, so the team works efficiently and is able to handle the workload across multiple projects at once. The Project Manager carries the job through three phases — Project Setup, Project Ongoing, and Project Finish — owning the budget, the schedule, the DOB filing and inspection process, the subcontractor and vendor coordination, the client relationship, and the close-out. This list is not all inclusive; it is meant to clarify a baseline set of responsibilities and tasks expected of a Project Manager here at DDS Mechanical.
CORE OUTCOMES
- Projects delivered on schedule, on budget, and to the client's satisfaction from award through sign-off
- A steady, well-managed flow of work delegated to the APM so the team handles multiple projects efficiently
- A clean DOB record — filings, permits, and all inspections conducted and tracked to close-out
- Change orders identified, reviewed, and issued before the work proceeds
- Accurate, regularly audited job costs with budget issues surfaced to management early
- Organized, current Procore project files for every job
- A complete close-out package delivered ahead of gas authorization and final sign-off
PROJECT SETUP
- Review the bid/contract set — gather quotes from subcontractors, equipment and fixture vendors.
- Review specifications and make plans for the best and most cost-effective way of building the job; review this against our bid and the materials we planned to use and included in our pricing.
- Oversee and review all approved drawings with the APM in order to pull permits.
- Begin initial review of SCH B if applicable and notify the client on the ability to perform Self-Certification inspections.
- Review architectural or ID drawings to determine proper rough and final fixture installation components and requirements.
- Begin the coordination process with the draftsman, whether they are our direct sub or provided by a third party.
- Oversee the creation of submittals and follow up with the APM on status, and whether any RFIs need to be issued to move forward.
- Understand the NYC DOB filing, permit, and inspection processes.
- Create and maintain the Master Inspection Sheet.
- Hold a kick-off meeting with the DDS General Supervisor assigned to the project, along with the Site Foreman, to explain the details of the project.
- Keep upper management informed of scheduled start dates.
- Understand the dynamics of any agencies involved on the project (e.g., HPD).
- Oversee the creation of all printed documents sent to field crews and ensure they have the proper drawings to start work.
PROJECT ONGOING
- Create and maintain 2 Week Look Ahead Schedules — a rough, broad layout of how you plan to move the job through rough stages up to finish.
- Create specific schedules and/or detailed tasks for specific areas (e.g., Boiler Room).
- Keep up to date with revised drawings, bulletins, and sketches; instruct the APM on when to update sets issued to field crews.
- Review all revisions for potential change orders, and review these change orders with upper management prior to issue.
- Keep the customer informed of when inspections can and will be conducted.
- Inform the customer completely regarding items required to be completed by others in order for us to move forward or conduct an inspection — this information should always be in writing.
PROJECT ONGOING continued.
- Walk each project weekly or as needed and review rough-in dimensions with the General Supervisor and Site Foreman to ensure rough dimensions are good and whether walls are ready to close.
- Conduct ALL DOB inspections; if the PM cannot attend, notice must be given 3 days in advance to upper management to make other arrangements.
- Maintain the Master Inspection Sheet and update it after every inspection.
- Review subcontractor progress bi-weekly or monthly depending on their scope, and review billing when submitted.
- Oversee the proper release of funds to any subcontractor or equipment vendor.
- Attend all site project meetings held by the client — bi-weekly at minimum; if the PM cannot attend, arrange for the APM or General Supervisor to attend with the Site Foreman.
- Arrange all pre-start-up meetings and coordinate with any trades that will impact our work or our ability to move forward.
- Oversee all large material orders.
- Periodically audit job costs (suggested at least bi-monthly) and report to upper management on any budget issues; this can be done with the assistance of the accounting department.
- Conduct bi-weekly meetings with the APM, General Supervisor, and Site Foreman to discuss schedule, manpower requirements, and field information that may require additional planning or assistance.
- Keep project files organized in Procore — use dates with brief descriptions on folders to identify key project documents.
- Coordinate with all utility agencies and subcontractors to ensure timely installation of services and the turn-on of such services.
- Review all layouts and get proper approvals (e.g., UFAS Bathrooms or PTAC Unit Trim Details).
PROJECT FINISH
- Create and maintain internal punchlist and quality control documents — Pressure Tests, Finish Fixture Installation Matrix, Valve Tag Charts and Locations — in conjunction with the APM.
- Gather all required DOB close-out documents.
- Review warranty, O&M, and attic stock requirements with the APM, and follow up on submissions and acceptance.
- Walk the project with the client, note issues, and execute a plan to provide solutions or complete the corrective work if necessary.
- Oversee and review all project close-out documents prior to gas authorization and sign-off.
REPORTING & CADENCE
- Weekly: walk each project and review rough-in dimensions with the General Supervisor and Site Foreman.
- Bi-weekly: meet with the APM, General Supervisor, and Site Foreman on schedule and manpower; attend client site project meetings (minimum cadence); review subcontractor progress and billing.
- Bi-monthly: audit job costs and report budget issues to upper management.
- As needed: review revisions for change orders and present them to upper management before issue; keep management informed of start dates and inspection schedules.
DECISION AUTHORITY
- The Project Manager owns the project's schedule, budget oversight, DOB inspection process, and subcontractor/vendor coordination, and delegates the workload to the APM.
- The Project Manager reviews all change orders with upper management prior to issue and oversees the release of funds to subcontractors and equipment vendors.
- The General Supervisor and Site Foreman run the daily field work; the Project Manager directs the project's overall execution, documentation, and client communication.
- Operations Management and Leadership approve change orders and major commitments and make final determinations.
REQUIREMENTS
- Proven project management experience in commercial plumbing, mechanical, or specialty-trade construction.
- Strong command of the NYC DOB filing, permit, and inspection processes, including Self-Certification (SCH B) and agency dynamics such as HPD.
- Ability to read and coordinate plumbing, architectural, and ID drawings, specifications, submittals, and RFIs.
- Proficiency in Procore for project file management, scheduling, and documentation.
- Strong scheduling, budgeting, and job-cost analysis skills.
- Excellent written communication — client direction on items required by others must always be in writing.
- Ability to lead and coordinate the APM, General Supervisor, Site Foreman, subcontractors, vendors, and utility agencies.
- Adaptable, organized, and able to manage multiple projects simultaneously.
- Valid New York State driver's license in good standing — the role requires regular travel to job sites and DOB inspections.
D.D.S. Mechanical Plumbing and Heating Corp. is an equal opportunity employer.
Pay: $100,000.00 - $150,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Tuition reimbursement
- Vision insurance
Experience:
- Project management: 3 years (Required)
- ProCore: 3 years (Required)
Work Location: In person
Salary : $100,000 - $150,000