What are the responsibilities and job description for the Facilities Project Manager position at Watergate Community Association?

Watergate Community Association

Project Manager Job Description

12 / 13 / 24

Job Title : Project Manager

Job Purpose : Plan, organize, and direct the completion of projects while ensuring they are on time, on budget, and meet quality standards.

Reports To : General Manager

Key Responsibilities :

Project Management

Project Planning : Support the development of goals, objectives, and scope of Watergate Community Association (WCA) projects. Develop and manage the project plan for each project. Define product or service requirements, technical specifications, delivery timelines, quality standards, and budget constraints. Ensure the availability of project resources.
Issues and Risks Management : Monitoring progress of activities versus project plan. Identify, analyze, and address project issues and risks including scope creep, timeline delays, and resource constraints. Ensure that projects meet all deliverables within the Statement of Work (SOW), are delivered on-time, are within scope and are within budget. Meet all deliverables within the Statement of Work. Escalate issues to the General Manager (GM) and Board of Directors (BOD).
Compliance . Ensure compliance with all building, safety, and environmental regulations and policies in conjunction with federal, state, and local governmental guidelines, rules and laws. Obtain necessary permits and licenses.
Status Reporting. Regularly report the status of all projects to the GM, BOD, and WCA community. Include issues, risks and mitigation on status report.
Budgeting. Create budgets, forecast costs, and track project spend. Identify ways to cut costs and reallocate funds when necessary.
Cost Control. Ensure that projects are financially viable by optimizing resource use and avoiding cost overruns.
Records. Maintain an organized record of WCA projects including management reports, project plans, work orders, vendor correspondence, meeting minutes, and other related documentation.
Maintenance. Coordinate with Maintenance Supervisor on the implementation of preventative maintenance plans. Assist with property walkthroughs, coordinate schedules for inspections and maintenance work to be performed by vendors or staff.

Vendor Management

Vendor Selection . Identifying potential vendors through market research, industry contacts, and online directories. Establishing a set of criteria to assess vendors, such as price, quality, experience, technical expertise, financial stability, customer service, and past performance.

Request for Proposals . Send out detailed RFPs to shortlisted vendors, outlining project requirements and requesting proposals outlining their approach and pricing.

Vendor Evaluation : Analyze proposals received, conduct due diligence, and compare vendor capabilities against the established criteria.

Contract Negotiation : Gather input from the General Manager (GM) and Board of Directors (BOD) to adequately define scope and SOW for projects. Negotiate contract terms with the chosen vendor, including pricing, payment terms, delivery schedules, performance metrics, and dispute resolution mechanisms.

Vendor Onboarding : Establish clear communication channels and expectations with the new vendors, including project timelines, deliverables, and performance standards.

Performance Monitoring : Track vendor performance against contract terms, identify potential issues, and address concerns proactively.

Relationship Management : Build a collaborative relationship with the vendor, fostering open communication, and addressing any challenges that may arise.

Experience and Skills :

Five years of experience in construction project management.

In-depth understanding of the construction industry.

Knowledge of local, state, and federal building code regulations.

Lead internal staff and vendors across different project phases (initiation, planning, execution, monitoring, closure).

Create detailed project plans, timelines, and resource allocation.

Identify potential issues and developing mitigation strategies. Analyzing issues and finding effective solutions.

Able to manage multiple projects with tight deadlines and budget constraints.

Demonstrate proficiency in project reporting and status updates.

Apply project management methodologies (project planning, issues and risk management).

Clearly conveying information to stakeholders, both verbally and in writing.

Able to build solid relationships with team members, vendors, and residents.

Experience with project management tools (MS Excel, MS Project).

Education : Bachelor’s Degree

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