Construction Project Manager

Project Manager

Westchester, NY and Connecticut Projects

REPORTS TO

:The Project Manager reports directly to the Donnelly ‘s senior leadership

.
DIRECT REPORT

S:The following positions report to the Project Manager: Superintendent, subcontractors’ representatives, architect’s representative, engineers’ representatives and owner’s representativ

e.
SUMMA

RY:The Project Manager is responsible for managing the project schedule and overseeing all aspects of project execution and production. The Project Manager ensures that projects are delivered to the highest quality standards, completed on or ahead of schedule, and executed in a financially successful mann

er.
The Project Manager has ultimate responsibility for the overall success of the project and must remain accessible to field personnel, AHJ representatives, project team members, and clients throughout the duration of the project. The Project Manager sets the standard for leadership, professionalism, and accountability, and all team members are expected to follow that example. Project Managers will be required to make difficult decisions and must approach every challenge with sound judgment, integrity, and a commitment to the project's objectives. Effective leadership requires taking ownership, providing direction, and maintaining responsibility for outco

mes.
CORE DUTIES & RESPONSIBILI

• TIES:Prepare client contracts for review and appr
• oval.Negotiate terms as required, following lead of project execu
• tive.Prepare lists of exhibits, plans, specs for contract (i.e., drawing and specification manif
• est).Maintain good working relationship with client and client representat
• ives.Maintain good working relationship with design professio
• nals.Maintain good working relationship with AHJ (Authorities Having Jurisdic
• tion)Consult and work with Project Executive as requ
• ired.Coordinate permit filing with team (subcontractors, PM, Owner, Design Professio
• nal).Submit permit application when requ
• ired.Follow up with AHJ’s for issuance of per
• mits.Respond to AHJ’s questions for per
• mits.Pick up permits when issued, getting check from either accounting or the cl
• ient.When DC is paying for permits, prepare client invoice, submit to finance and issue to client. If the client contract includes an allowance for permits, make sure the PM is aware of the amount to be billed on the next requisi
• tion.File permit updates when requ
• ired.Coordinate/prepare/submit any paperwork required for TC
• O/CO.Keep electronic copies of all permit/TCO/CO paperwork on server or Procore (if being used). In addition to all issued permits, all permit documentation should be scanned and saved PRIOR to submission to the AHJ (in the event documents are lost by the
• AHJ).Pr
• ocoreManage all project design documents (plans, specs, sketches, narratives, etc.) on Pro
• core.Be sure all document updates are distributed to the project team, subcontractors, etc., through Procore. Follow up on any potential change orders that may result from these upd
• ates.Keep a Client Contract Document folder on the server (NOT on Proc
• ore).Drawing Log in Sage MUST be maintained on a regular basis even when using Procore, as this Log forms an Exhibit to the client Contract and in all Subcontr
• acts.When Procore is NOT being
• used:Manage all project design documents (plans, specs, sketches, narratives, etc.) in a folder on the se
• rver.Keep the original contract set of plans in a “Contract Set of Plans” folder. This folder should never be modified after the contract has been is
• sued.Keep a “Current Set of Plans” folder on the server, containing all current project docum
• ents.Keep an “Update” folder on the server, saving all updated documents. When an update is issued it should be saved in both the “Current” folder and the “Update” fo
• lder.Keep a Client Contract Document folder on the server (NOT on Proc
• ore).Be sure all document updates are distributed to the project team, subcontractors, etc. Follow up on any potential change orders that may result from these upd
• ates.Drawing Log in Sage MUST be maintained on a regular basis, as this Log forms an Exhibit the client Contract and in all Subcontr
• acts.Provide hard copies of updates to team as requ
• ired.When Dropbox is being used by the architect, be sure that all applicable subcontractors and suppliers are invited with read only access so that all current documents are available to them. Subcontractors and suppliers still need to be specifically communicated to when updates are is
• sued.Prepare project schedule, getting input from owner, site super, subcontractors, design professionals,
• etc.Monitor and update project schedule on a weekly b
• asis.Pro-actively alert site supers and coordinate trades from a high l
• evel.Negotiate subcontracts as requ
• ired.Prepare subcontracts (whether negotiated by the PM or by Estimating) and submit to finance for issuance, along with the prop
• osal.Review scope with subcontractor thoroughly if not already done by Estima
• ting.Prepare list of additional exhibits, plans, specs for contract (i.e., in addition to the Sage Drawing
• Log).Be sure to maintain the Sage Drawing Log so that new subcontracts re issued based on the current set of p
• lans.Specifically detail in the Contract any deviations from what is contained on the plans and s
• pecs.Prepare change order to client or backcharge to other sub (if applica
• ble).Monitor subcontractor’s adherence to cont
• ract.Prepare notice letters for underperforming subcontractors in consultation with Estima
• ting.Terminate subcontracts if neces
• sary.Specify/negotiate/coordinate large/specialty purchases (e.g., windows, doors, toilet accessories, railings, e
• tc.).Request that Sage PO be issued by Expedi
• ting.Monitor issuance of PO, purchases, and track deli
• very.Request Sage PO change orders to be issued by Expediting as requ
• ired.Approve invoices as required and backcharge sub if applic
• able.Receive RFI from subcontractor/supplier/sup
• er/PMGenerate RFI to design professi
• onal.Follow up as necessary to receive resp
• onse.Distribute response and close out
• RFI
• .SAGEReceive RFI from subcontractor/supplier/sup
• er/PMRecord RFI in Sage and generate RFI to design professi
• onal.Follow up as necessary to receive resp
• onse.Record response in Sage and distri
• bute.Submi
• ttalsPr
• ocoreReceive submittal from subcontractor/supplier/sup
• er/PMGenerator submittal to design professi
• onal.Follow up as necessary to receive re
• view.Distribute review, making notes of any significant comments, and close out submi
• ttal
• .SageReceive submittal from subcontractor/supplier/sup
• er/PMRecord in Sage and generate submittal to design professi
• onal.Save formal submittal in “Pre-Review” folder on se
• rver.Follow up as necessary to receive re
• view.Record review in
• SageSave reviewed submittal in “Reviewed” folder on se
• rver.Distribute reviewed submittal, making note of any significant comm
• ents.Site Visits, as require
• d to:Observe field condit
• ions.Review project progress and quality; communicate and/or set up meeting with any parties as required to correct and deficien
• cies.Take job-site ph
• otos.Meet with site s
• uper.Meet with subcontractor or supp
• lier.Meet with client and client
• rep.Meet with design professi
• onal.Meet with
• AHJ.Daily Field Re
• portsReceive daily field reports from site supers and monitor field employees producti
• vity.Review field hours & overtime, and monitor field employees when ne
• eded.Review any significant is
• sues.Jobsite P
• hotosTake “before” and “after” photos of each pro
• ject.Receive jobsite photos from site supers, PM’s, etc. and save on se
• rver.Take jobsite photos and save on se
• rver.Jobsite photos should be taken on a weekly b
• asis.Meeting Mi
• nutesAttend client and subcontractor meet
• ings.Take detailed n
• otes.Follow up immediately on any urgent issues raised in the mee
• ting.Update meeting minutes in Sage and distribute to meeting attendees/team within 48 h
• ours.Client Bi
• llingPrepare client billing (pencil req) in Sage and submit to client/design professio
• nals.Upon approved pencil req, submit formal invoice to Finance for formal issuance of requisition with invoice nu
• mber.If required, have the requisition notarized prior to formal submittal to the cl
• ient.If the client is working with a bank, complete all bank documentation required to accompany the requisition (lien waivers, subcontractor/supplier log, e
• tc.).Subcontractor/Supplier Pa
• ymentReview and approve subcontractor and supplier invoices in Sage Paper
• less.Submit Sub Pay Request Spreadsheets to Finance for processing each Wednesda
• y AM.Change O
• rdersClient Change O
• rdersMaintain Client CR Log in
• Sage.Work with PM to estimate/prepare
• CR’s.Submit CR’s to client for appr
• oval.Maintain Client C
• O LogPrepare CO’s (comprised of approved C
• R’s).Procure client signature on
• CO’s.Attach CO’s to requisit
• ions.Commitment Change O
• rdersPrepare commitment CO’s for review/approval b
• y PM.Submit commitment CO through Sage Paper
• less.LEED (if requ
• ired)Make subcontractors of aware of LEED requirements at beginning of project; include LEED requirements in all subcontr
• acts.Make site super aware of LEED requirements at beginning of project so he can monitor LEED compliance on the project site on a daily b
• asis.Collect/prepare required documentation for LEED proj
• ects.Submit documentation to LEED on
• line.Punc
• hlistCompile preliminary punchlists and distribute to team prior to design professionals’ punchl
• ists.Distribute design professionals’ punchlists to
• team.Monitor and update punchlist st
• atus.Project Clos
• e-OutPrepare close-out documentation for clients, including Contract documents, permits submittals, plans, specs, and as-builts, engineering reports, warranties, care and maintenance directions. This will be issued on a thumb drive, but can be provided in hard copy at the request of the cl
• ient.Estimates/Prop
• osalsPrepare estimates as required, with input from Estima
• ting.Type up formal estimate/proposal for submission to cl