Project Manager

Manage and deliver large-scale projects on-time, on-budget, on-scope with high quality. Project Manager is the liaison between the Association, KW Property Management and Consulting (KWPMC), internal support staff, consultants and contractors.

KWPM Culture

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and part of your work practices and expected as part of your daily activities while working at KW Property Management and Consulting.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Communication, Reporting, Documentation

• Organize and manage weekly meetings between the construction contractor, Management representative(s), architect/engineer and Association representative(s).
• Document progress of construction in the project status report, identify, document, and coordinate resolution of critical issues.
• Coordinate and regularly schedule meetings with the Engineer and various consultants to assure that Association’s requirements are being addressed in a timely and cost-effective manner.
• Prepare weekly project status report and deliver progress update to Association. Weekly status report should include (at minimum):
  • Activity completed
  • Planned activity
  • Schedule variance
  • Budget variance
  • Escalated risk and/or issues
  • Milestone progress

Prepare project-related correspondence, documentation and other information for distribution to Association, residents, team members, and other stakeholders.

• Attend all conference call meetings (project related).
• Request and secure all operating manuals, warranties, and any other relevant project documentation.
• Maintain project related documentation through proper knowledge management system (e.g., Shared-drive) with organized document taxonomy
• Prepare and distribute project-related correspondence, documentation, and other information between Association and Contractors.
• Proactively identify risks and issues, prepare mitigation strategies and recommend possible recourse action to Association. Participation in conference calls, as required
• Responds to phone calls and correspondence in a timely, professional manner.

Risk and Issue Management

• Maintain project risk and issue log. At a minimum, the log should contain:
  • Date
  • Risk/issue description
  • Risk/issue category
  • Handling strategy (e.g., accept, avoid, mitigate)
  • Impact description
  • Action
  • Assigned Owner
  • Outcome / resolution
• Review risk and issue log with contractors at weekly meetings.
• Accountable for overseeing contractors’ performance to the standards demanded and monitor for timely completion.
• Accompany the engineers in the preparation of the final punch list. Candidate will interface with the design professionals and general contractor to secure the completion of all open issues.
• Proactively identify potential problems and recommend appropriate handling strategy to Association.

Procurement and Contract Management

• As needed, establish short-list of contractors to be interviewed, document requirements, service-level agreements, establish selection procedures, manage solicitation process, and interview candidate firms.
• Review and evaluate contractor proposals; summarize evaluation and present recommendations to Association on for contract award, negotiate and finalize agreement.
• Supervise construction job meeting procedures including request for information (RFI) meetings and the contractor's weekly reporting format.
• Participate in all RFI and general project meetings. At these meetings, candidate will review the design and construction documents with the architect and the general contractor to verify compliance with the project requirements.
• Establish construction job meeting procedures, shop drawings and project Monitor fabrication submittals and RFI responses relative to the project budget and schedule.

Project Integration and Schedule Management

• Establish a master project schedule. Develop an integrated project schedule, which should include at a minimum:

Tasks

Expected duration

Responsibility

Dependencies

Milestones

• Confirm the construction schedule with the general contractor and monitor the schedule as work progresses. Maintain updates to the project schedule on a weekly basis.
• Identify the critical path of the integrated project plan. Monitor the critical path progress, keeping track of major milestones and their impact on the completion of the project.
• Develop a RACI (Responsible, Accountable, Consults, Informs) matrix for all major project activities and duties.
• Monitor the completion of the work, including punch lists, correction of deficiencies, collection and storage of attic stock, preparation of operating manuals, assembly and cataloging of as-built documents, warranties, and any lease requirements.

Budget Management

• Maintain master project budget and master project cost report tracking
• Audit the contractor's construction budget and negotiate revisions as required.
• In relation to the project schedule and the anticipated progress of the work, review construction cash flow projections with the general contractor.
• Based on subcontractor recommendations and negotiations, advise Association of opportunities for cost savings.
• Prior to payment review all invoice submissions to verify invoices are fully and properly substantiated in accordance with all terms and conditions of the contract documents. Verify mathematical accuracy of all submissions and that the work is acceptable. Send approved invoices to Accounting Associate for payment.

Scope and Change Control

• Establish scope and change control procedures, including communication process, templates, documentation requirements, and approval procedures
• Process all subcontractor approvals, change estimates and change order according to procedures.. Project Manager will verify that all change orders are revisions of, or additions to, the original contract documents and that they are consistent with the established cost parameters.
• Coordinate Association's approval of design changes and field-generated change orders.
• Analyze change order requests and negotiate revisions when such requests do not conform to established procedures.

Safety and Quality Assurance

• Develop checklists for quality audits and inspections. Conduct periodic (daily) inspections to ensure project is being delivered on-scope within quality standards while adhering to safety procedures
• Maintain an operating environment to achieve a satisfactory level of resident’s service as measured by formal and informal feedback and surveys.
• Observes all safety standards and participates in the Company’s (KWPMC) efforts to provide a safe work environment.

Competencies:

• Time Management
• Budget Management
• Facilities Management
• Performance Management
• Interpersonal Communication
• Ethical Conduct
• Leadership
• Problem Solving/Analysis
• Strategic Thinking
• Customer Service

Work Environment

While performing the duties of this job, the employee occasionally works outside weather conditions. The employee occasionally works near moving mechanical parts and in high, precarious places and occasionally exposed to wet and/or humid conditions and fumes. The noise level in the work environment is usually moderate.

Physical Demands

While performing the duties of this job, the employee is occasionally required to stand; walk; use hands to finger, handle, feel or operate objects, tools or controls; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; stoop, kneel, crouch or crawl; talk or hear; and smell.

The employee must occasionally lift and/or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

This position requires occasional exposure to the outdoor climate and weather conditions.

Position Type/Expected Hours of Work

This a full-time, exempt (salaried) position. This position will require to attend occasional off-site meetings during business hours and within the local city limits. Project Manager is expected to be available remotely (e.g., email, phone). Project Manager is expected to attend periodic Association Board meetings as needed. Employee is sometimes required to work for extended periods of times, being flexible in the hours, which could include nights and weekends. Must have the ability to react and address all emergency situations in a timely manner.

The Project Manager reports directly to the District Manager, and is expected to work collaboratively with the General Manager, Property Manager, Chief Engineer and other key team-members.

Required Education and Experience

• Effective written and verbal communication skills
• Organized and detailed oriented
• Result driven
• Strong managerial background and experience with overseeing more than 15 employees.
• Four-year college degree or five years or more of industry experience
• Experience as an upper level manager in facilities management, engineering or building construction
• Experience with high-rise buildings (over a million square feet is preferred)
• Preferred experience in high-rise building project management
• Must have strong working knowledge of basic trades, such as, electrical, plumbing, carpentry, HVAC, and painting standard principles and practices.
• Ability to analyze and interpret technical aspects, pumps, and motors, mechanical systems with a similar degree of complexity.
• Preferred proficient and have a working knowledge of Microsoft Word, Excel, and MS Project applications.
• Must have a valid Florida driver’s license.
• Bi-lingual (Spanish) preferred

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.