PROJECT MANAGER

Reports to: Project Executive

FSLA: Exempt

Objective: Guide projects and project teams through each phase of the project life cycle

RESPONSIBILITIES

Lead and oversee all aspects of a project. Drive the decision-making process of the project. Develop and nurture the growth of immediate team member's skills and knowledge base. Maintain accurate records and completion of all financial data. Ensure timely and accurate completion of deliverables. Delegates and drives ownership of tasks. Maintain ongoing client relationships. Foster relationships and collaboration of all internal and external team members.

RFP (Request for Proposal) Stage

The purpose of the RFP is to help a client assess whether Windover has the qualifications, experience, and resources to complete the project. Windover needs to respond to the RFP based on its detailed requirements and the process typically includes an interview.

• Work with Project Executives and participate in opportunity pursuits and external interviews as necessary to win new projects
• Understand project details, such as the goals, scope, outlines of the bidding process, contract terms, and evaluation criteria
• Innovate with Windover’s technology

Preconstruction:

The preconstruction phase is the preliminary planning stage required on all projects before construction begins. This is the time to understand the project documents, plan logistics, identify clients' needs, and recognize potential risks.

• Recognize, identify, and plan for potential risks
• Initiate early project RFI’s
• Identify client’s needs and communicate them to the team; keep the client’s needs in the forefront during the entire project
• Collaborate with the estimating team to complete each budgeting phase of the project as necessary
• Develop General Conditions study and General Requirements study to be included in the budget
• Assist identifying cost savings and value engineering
• Maintain project drawings and specifications in Procore, including bulletins, sketches, and Request for Information (RFI) responses
• Manage and distribute all project documents to trade partners, architects, consultants, and field team
• Review proposals submitted by trade partners and vendors
• Assist the site team in developing the project schedule
• Assist site team and understand site logistics and potential project phasing planning
• Drive the entire project team to identify project phasing if necessary
• Identify potential long lead items to prioritize buyout of trades
• Drive the purchasing process
• Negotiate contract values
• Strategize, anticipate, and plan for project challenges
• Drive the building permit process with assistance from the field team
• Manage the purchasing process of trade partners (targeted to be completed within 60 days from release), including:

o Drafting and reviewing scopes of work

o Evaluating sub-proposals and leveling bids (ensure that price includes everything in the scope of work.)

o Researching product materials as directed by the project team

o Creating Authorization To Proceed (ATPs) with the Client

o Supporting the creation of contracts with trade partners

o Communicating awards and “did not get” with subcontractors

• Initiate and finalize the control budget based on the agreed-upon contractor value and SOVs.

Construction:

The construction phase is the physical execution stage of the project. Deadlines are frequent and are important to maintain for the project's duration. Constant communication is required with all members of the project team. Depending on the project size, team size, and other variables specific to the project, this phase can be very intense and may require additional time to meet daily, weekly, and monthly deliverables.

• Work in partnership with the Project Superintendent
• Be aware of all things project-related
• Develop and maintain relationships to strengthen the commitment to the project and team
• Cultivate a cohesive team
• Adress delays, emergencies, and other project issues
• Create, review, and understand project scope, schedule, goals, and Windover/Client contract by reviewing drawings, specifications, and contracts

• File Management

o Update and maintain all project logs (RFIs, submittals, procurement, budget change management), and print copies for reoccurring project meetings

o Organize, and maintain files in an electronic filing system and communicate/share the document with the project team

o Update Procore Directory

• Request for Information (RFI) Management

o Gather questions and supporting information from trade partners and project team. Review and clarify

o Distribute, follow up, and clarify the RFI with the design team and/or client

o Once RFI is finalized:

o Update drawings, and specifications, inform relevant subcontractors, and field

o Create change orders if necessary

• Submittal Management

o Develop a submittal register from project specifications and drawings

o Collect documentation via direct outreach to trade partners and process all submittals by deadline

o Review product data, shop drawings, and all submittals against project documents

o Maintain all submittal records in Procore

o Distribute copies of all approved submittals to the field

o Coordinate submittals between trade partners

• Procurement Management

o Develop procurement logs from the submittal register

o Review subcontracts for initial identification of long lead items

o Communicate with subcontractors and gather information on lead times, delivery times, required onsite dates, and installation durations

o Work in partnership with the project team to maintain an updated and accurate project schedule based on lead times

o Communicate durations with the field team

o Track weekly and document procurement log in Lead Time or other software as indicated by the project team

• 
  Meeting Management

o Run project meetings (Internal, Trade Partners, Client)

o Arrive prepared for all meetings with agendas and project logs

o Take notes during meetings and site walk

o Facilitate project meetings

o Document meeting minutes

o Distribute meeting minutes within 48 hours of the meeting

o Follow up on all identified tasks

• External Reporting Management

o Create Executive summaries or other external reporting requirements with team input

o Distribute to the external team timely

• Financial Management:

• Change Order Process: Project scope changes occur on every project. It is the project manager's responsibility to identify if there will be a financial implication to the project or subcontracts.

o Understand Owner Contract terms for change orders and set up markups

o Always maintain a complete understanding of the project budget, including holds, allowances, uncommitted costs as well as potential additional costs

o Create a change event in Procore

o Identify all impacted scope

o Work with trade partners to understand the cost change associated with the scope change

o Review and thoroughly understand proposals

o Understand and identify schedule impact

o Create, distribute, and review change orders

o Run financial meetings with client and design team

o Drive the execution of change orders with the client to not delay trade partner and their billings

o Distribute subcontractor change orders

o Create and distribute Prime Contract Change Orders (PCCO) to the client

• Billing: Bimonthly or monthly billing is required on each project. It is the project manager’s responsibility to drive this entire process by collecting, reviewing, and approving invoices and costs incurred and to create owner requisitions. Timely billing is vital for constant cash flow.

o Understand Owner contract terms for billing set up and eventual release of retainage

o Schedule and manage external meetings with external and internal teams to identify billing requirements

o Identify and follow up with trade partners that we will be billing for the current month

o Support project accounting for the collection of project invoices

o Review, code, and approve project cost reports in ASAP invoicing

o Create/assist owner bill in Timberline

o Gather and meticulously organize invoices for back-up for owner billing

o Submit the owner bill draft and final version in a timely manner

o Responsible for confirming that Owner payments are received consistently and in a timely manner

• Forecasting: The process of understanding current costs and estimating future costs and expenses associated with the project.

o Identify project cashflow, maintain and update monthly

o Update all financial changes before completion of Project Status Report (PSR)

o Review project budget and confirm accuracy

o Analyze monitored resources (Labor and Materials)

o Create and distribute monthly PSRs by deadline

o Run internal PSR meetings

• BIM Coordination Support

o Actively participate in coordination meetings:

o Take minutes

o Ensure subs are meeting weekly deliverables

o Navigate the BIM model

o Submit model for final approval

o Maintain updates based on project scope changes

o Review installation of systems in the field to confirm as designed

• Compliance:

o Ultimately responsible for ensuring that Contractors have their certificates of insurance and signed contracts before starting on-site

o Oversight of CORI/Background checks

o Oversite and tracking of trade partner bonds

Close-out

The Close-out Phase is the final stage of the project and involves wrapping up all aspects of the project before it is handed over to the client. Like all phases, it is imperative to complete all aspects of closeout timely.

• Create the close-out checklist in Excel

o Manage the initial close-out internal meeting

o Take notes during the meeting

o Track deliverables to completion

o Issue a substantial completion letter

• Create the O&M Checklist

o Schedule and record owner training on equipment

o Develop the list of O&M requirements in Excel using project documents

o Upload the checklist into Buildr

o Communicate requirements with trade partners, follow up, review, and approve the requirements

o When necessary, create a maintenance matrix

o Distribute the O&M Manual within 30 days of project completion

o Assist with communication of the punch list process

o Manage Financial Close-out

o Manage the project team by entering trade partner performance rating

o Compile a list of Lessons Learned for review with the team to improve BD with existing clients and also the refinement of master scopes to prevent repeating mistakes in projects

o Schedule 1-year warranty walk

Professional Skills

• Communication

o Actively communicates with team members; consistently & predictably responsive.

o Communicates information concisely and efficiently and provides detailed instructions for success

o Actively listens to input and ideas from teammates and others

o Knows how to manage and reduce conflict when it arises by listening to both sides of a disagreement and using negotiation, compromise, and tact

o Addresses difficult conversations in a timely manner and with more inquiry than blame

o Projects a presence that is a positive reflection of the firm's image and reputation

• Decision Making

o Uses knowledge, intuition and a willingness to take a bit of risk to make decisions independently; i.e., takes intelligent risks

o Solicits opinions from others as needed to make an informed decision

• Problem Solving

o Adept at problem solving; draws on experience and resources to find actionable solutions

o Anticipates and proactively plans for challenges

o Exhibits an open mindset that allows considering alternative possibilities; challenges the status quo

• Team Building & Development

o Cultivates a positive work environment that encourages collaboration, trust, and open communication & feedback.

o Fosters a culture where all team members feel a deep sense of belonging, valued, respected, and appreciated for their contributions.

o Empowers team members by promoting autonomy and ownership over their work which inspires creativity, innovation, and a sense of responsibility for project success.

o Supports the professional growth and development of team members; invests time providing opportunities for learning, skill-building, and career advancement.

o Exhibits an adaptive presence that enables effective interactions and relationships with a wide range of constituents including but not limited to trade partners, craftsmen, architects, and clients.

• Technical Skills

o Understands plans, specifications, and requirements.

o Able to independently interpret architectural & engineering drawings and specifications.

o Adept at MS Office, Procore, Bluebeam, ASAP, Lead Time (Procurement), and Buildr, etc.

Qualifications:

• Bachelor’s degree with a minimum of 2-5 years as an Assistant Project Manager, or comparable experience

WORK ENVIRONMENT, PHYSICAL AND MENTAL DEMANDS

Work Environment, Physical Demands, and Mental Demands:

The work environment, physical demands, and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions.

Physical Demands while performing the duties of this job:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee may lift heavy objects no heavier than 50 lbs. without assistance, walks and stands for long periods of time and performs strenuous physical labor under adverse field conditions. The employee lifts, pushes, pulls or carries objects; and uses abdominal and lower back muscles to provide support over time without fatigue.

The position requires:

• Good manual dexterity (hand, hand with arm, two hands) and multi-limb coordination
• The ability to quickly move arms and legs
• Talking and hearing, both in person and by telephone

Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee must have excellent stamina.

Mental Demands while performing the duties of this job:

Regularly required to use written and oral communication skills; read and interpret data, information and documents; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; and work under intensive deadlines with frequent interruptions.

Nothing in this Job Description restricts Windover’s right to assign or reassign duties and responsibilities to this position at any time. This position is at will, which means that either the employee or Windover may terminate the employment relationship at any time, with or without notice and for any reason or no reason.

About Windover Construction:

A global leader in construction management and innovation, Windover creates state-of-the-art commercial and institutional spaces, urban multi-family communities, and sophisticated custom homes. As a 100% employee-owned firm, Windover is dedicated to the core purpose of building great things with great people, and its team of skilled professionals possesses a deep understanding of the construction process. Windover collaborates with clients and partners to provide a positive experience from inception to completion and has been recognized for its exceptional work with numerous industry awards. The firm is headquartered in Beverly, Massachusetts. For information on Windover, visit the company website at www.windover.com. For inquiries about job opportunities at Windover, please contact Kelsie Thomson at kthomson@windover.com.