Sr. Project Manager - Luxury Retail Millwork

Senior Project Manager – Luxury Retail Millwork

Company Overview: At Gilbert, we create custom architectural millwork and interiors for high-end luxury retail brands. Our projects are highly customized, detail-driven, and deadline-sensitive. Every project requires close coordination between our clients, designers, architects, owner’s reps, GC’s, project managers, and fabrication teams.

Position Summary: We're looking for an experienced Project Manager to lead luxury retail millwork projects from engineering through installation. Working from our office within our manufacturing facility, you'll coordinate scope, timelines, material takeoffs, purchasing, production, fabrication, and installation to ensure every project is delivered on time, on budget, and to the highest quality standards. This is not a traditional construction Project Manager role. The ideal candidate has experience managing custom architectural millwork, luxury retail interiors, or similar specialty fabrication projects.

Key Responsibilities

Own the Project Scope

• Review drawings, specifications, and project requirements to fully understand scope, deliverables, materials, and installation requirements.
• Identify gaps, potential issues, and scope changes early and communicate them proactively.
• Maintain a clear understanding of what needs to be produced, purchased, delivered, and installed.

Manage Project Timelines

• Develop and maintain detailed project schedules from engineering through fabrication, delivery, and installation.
• Work backward from critical installation and client deadlines to establish purchasing and production milestones.
• Proactively identify schedule risks and take action before deadlines are compromised.
• Keep internal teams and vendors accountable to agreed-upon timelines.

Partner Closely with the Shop

• Work daily with the fabrication team to monitor project progress and address issues in real time.
• Understand what is happening on the shop floor and adjust priorities as needed.
• Communicate project requirements, priorities, and deadlines clearly to production.
• Conduct regular shop reviews to ensure work is progressing according to drawings, specifications, quality expectations, and schedule.

Material Takeoffs & Procurement

• Perform accurate material takeoffs from drawings and specifications.
• Purchase and coordinate lumber, sheet goods, veneers, laminates, hardware, finishes, and specialty materials.
• Identify long-lead items early and ensure they are ordered with sufficient time to support the production schedule.
• Track material orders from purchase through delivery and resolve shortages, delays, or substitutions before they impact production.
• Maintain strong control over material availability, usage, and project costs.

Lead Cross-Functional Coordination

• Partner closely with Design, Drafting, Purchasing, Fabrication, Account Management, and Installation teams throughout the project.
• Ensure everyone understands project scope, priorities, deadlines, and outstanding issues.
• Facilitate regular project meetings and follow up on open items until they are resolved.

Proactive Client Communication

• Serve as a key point of contact for clients throughout the project.
• Provide clear, timely communication regarding project status, decisions, risks, changes, and deadlines.
• Anticipate client needs and address issues before they become problems.
• Build trust by consistently following through on commitments.

Review & Scrutinize Construction Documents

• Thoroughly review and scrutinize architectural construction drawings, specifications, elevations, details, and finish schedules to understand the full scope and requirements of the millwork package.
• Interpret drawings at a level that allows you to identify discrepancies, missing information, conflicts, constructability issues, and potential installation challenges before they impact the project.
• Understand how architectural details translate into fabricated millwork and how components will ultimately be assembled and installed in the field.
• Coordinate with drafting to resolve questions, clarify requirements, and ensure drawings accurately reflect the intended scope.
• Identify potential issues early and proactively communicate them to the appropriate internal team or client before fabrication begins.

Manage Installation & Final Delivery

• Coordinate shipping, site readiness, installation labor, and field activities.
• Travel to job sites as needed to support site surveys, installations, and project closeout.
• Manage punch lists and ensure all project requirements are completed.

Project Financial & Documentation Management

• Monitor project budgets, purchase orders, material costs, and change orders.
• Maintain accurate project documentation, schedules, RFIs, submittals, and change orders.
• Identify cost or scope issues early and communicate them appropriately.

Required Qualifications

• 5 years of experience managing luxury retail millwork, architectural millwork, custom woodworking, or specialty fabrication projects
• Experience working closely with a millwork or manufacturing shop
• Advanced ability to read, interpret, and scrutinize architectural construction drawings, specifications, elevations, details, and shop drawings, with a strong understanding of how they translate into fabricated millwork and field installation.
• Experience with purchasing, procurement, and material management
• Strong understanding of project scheduling and managing multiple deadlines
• Demonstrated ability to identify risks and proactively resolve issues
• Excellent communication and cross-functional coordination skills
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple complex projects in a fast-paced environment
• Proficiency with Microsoft Office and AutoCAD; familiarity with project management software preferred
• Ability and willingness to travel approximately 5–10% for site surveys, installations, and client meetings

The Right Background

The strongest candidates will come from a luxury retail millwork or architectural millwork environment, such as:

• Luxury retail millwork
• Architectural millwork
• Custom woodworking
• Retail fixtures and interiors
• Casework and cabinetry
• Specialty millwork fabrication
• Custom architectural fabrication