Assistant Project Manager

Position Overview

GFP Real Estate is seeking a skilled and motivated Assistant Project Manager (APM) to join our growing development team. This opportunity is ideal for a detail-oriented professional with a solid project management and construction background committed to contributing to our NYC metro area projects within a collaborative and growth-focused environment.

As an APM, you will be instrumental in supporting the planning, coordination, and execution of development projects from inception to completion. Working closely with the Development Team and project stakeholders, APM will ensure that project activities remain on schedule, adhere to budgetary constraints, and meet rigorous quality standards. This role is essential for facilitating effective communication among stakeholders, maintaining precise and up-to-date project documentation, and promptly addressing on-site challenges. APM must have a proven track record of working independently and seeing assigned tasks through to completion.

Responsibilities:

1. Project Coordination and Administration

• Lead and manage project activities to ensure they align with established timelines, budgets, and quality expectations, supporting smooth project flow from planning through to completion.
• Accept responsibility for completion of certain trades on overall project. Review schedule dates and strive to deliver completion of each trade assigned per the overall project schedule.
• Coordinate aspects of design, construction, and contract administration, including overseeing the contractor’s team responsible for processing RFIs, submittals, change orders, and closeout documentation to maintain accurate and up-to-date project records. Candidate must have a thorough understanding of this process and add value by suggesting how to improve and keep on track for each project.
• Maintain comprehensive and organized project logs, closeout logs, change order histories, and inspection reports, ensuring that all documentation is complete, accurate, and followed up by each consultant or contractor in a timely manner.
• Lead coordination efforts with DOB expeditor and filing with NYC DOB. 

1. Schedule and Budget Management

• Develop, monitor, and assist in refining project schedules to promote timely progress and effectively address potential delays, adjusting plans proactively as needed.
• Oversee project financial management, including tracking budgets, forecasting costs, and managing monthly billing, to keep projects within financial parameters and ensure fiscal accountability throughout the project lifecycle. This role is the main contact for the requisition review for each project working with the Project Coordinator and Project Accounting at GFP. 
• This role is the main contact for change order management per project working with the GFP team and contractor to ensure timely processing of change requests. 

1. Documentation and Reporting

• Prepare and distribute detailed project reports, capturing essential information on status, milestones, risks, and any variances from the original plan.
• Record and distribute meeting minutes for client and team discussions, ensuring that all stakeholders are informed of current project developments, upcoming tasks, and key decisions.

1. Procurement and Vendor Coordination

• Support the development of project scopes, trade breakdowns, and RFPs/RFQs to ensure clarity in bidding and vendor selection.
• Assist in bid preparation and solicitation processes, including comprehensive bid analysis and leveling to ensure a well-informed selection of vendors.
• Manage the procurement of owner-supplied items, including pre-purchased equipment, finishes, furniture, fixtures, and equipment (FF&E), ensuring quality and timely delivery.
• Review and verify consultant and trade change orders for validity, cost accuracy, and alignment with project goals, adding annotations and insights as necessary.
• Perform detailed takeoffs from construction drawings to support accurate procurement and budgeting.

1. Stakeholder Communication and Client Relations

• Maintain clear, professional, and ongoing communication with clients, contractors, subcontractors, and internal team members to foster strong working relationships and ensure alignment on project goals.
• Provide regular, precise project updates to all stakeholders and respond promptly to client inquiries, demonstrating commitment to excellent service and transparency.

1. Quality Assurance and Compliance Management

• Conduct regular inspections and quality checks to ensure projects meet safety and quality standards, proactively addressing any on-site issues that may arise.
• Review contract documents, technical specifications, and industry regulations to verify compliance and enforce project standards.

1. Technical and On-Site Field Support

• Facilitate the sharing of technical knowledge and construction expertise within project teams, supporting a collaborative environment and assisting with engineering and construction tasks as needed.
• Perform site walkthroughs to monitor field activities, proactively identifying and addressing potential issues.
• Coordinate logistics for on-site construction activities, including work schedules, access, shutdowns, and delivery arrangements, in collaboration with construction teams, tenants, leasing agents, and building operations personnel.
• Oversee and organize punch list process with Consultant and Contractor teams.

Qualifications:

1. Education

• Bachelor’s degree in Engineering, Architecture, Construction Management, or a related field is required.

1. Experience

• Minimum of 5 years of relevant experience in the construction, engineering, or project management field, with at least 2 years of contractor experience.
• Demonstrated success in managing project timelines and budgets.

1. Technical Proficiency

• Proficient in a variety of project management and construction software tools, including AutoCAD, Procore, Bluebeam Revu, and Microsoft Office Suite (Excel, Project).
• Strong knowledge of construction drawings, contract documentation, and compliance requirements, ensuring accuracy in project execution and adherence to industry standards.
• General understanding of building and MEP (Mechanical, Electrical, and Plumbing) systems, as well as familiarity with NYC Department of Buildings (DOB) Alt-1 and Alt-2 documentation and regulatory processes.
• Knowledge of construction trade operations, on-site logistics, and scheduling.

1. Interpersonal and Analytical Skills

• Exceptional communication skills, with the ability to convey complex information clearly and collaborate effectively.
• Strong problem-solving abilities, including the capacity to analyze situations and proactively address challenges.
• Demonstrated ability to multitask, manage competing priorities, and adapt to changing project needs in a dynamic work environment.

1. Additional Requirements

• Current OSHA Safety Training credentials, ensuring up-to-date knowledge of safety practices and standards.
• Commitment to professional growth, with a proactive approach to taking on new responsibilities and advancing within the organization.

1. Compensation and Benefits
2. Competitive salary based on experience, along with a benefits package that may include medical, dental, vision insurance, 401(k) matching, paid time off, and performance-based bonuses.