Assistant Project Manager

GENERAL RESPONSIBILITIES

• Coordinate consultants and internal team members to develop and collect applicable documents in conjunction with obtaining entitlements and required building permits.
• Coordinate the collection and assembly of information required for underwriting proposed deals involving existing assets and potential acquisitions. Work with the acquisition team to create financial models to underwrite project costs, revenues, and returns.
• Manage Interface with internal stakeholders to define project requirements and constraints and obtain input on design and budgets.
• Coordinate the preparation of budgets, schedules, and execution strategy for projects including entitlements, design development, and building permit approvals.
• Coordinate with Project Manager and Executives the identification of project risks and help develop risk mitigation and contingency plans, and implement action plans to reduce or eliminate project risks.
• Coordinate with the Project Manager and Executives the overall performance of the Project Design Team from Schematic Design through Contract Administration.  Ensures that Design Team is performing and adhering to the Design Schedule for the Project and responding to RFI’s and Submittals in a timely manner to support the overall Project Schedule.
• Coordinate with Executive Team and Project Manager in the selection and management of the design team and preparation of drawings for initial budgeting and scope definition, development of the site and building design detailed drawings, etc.
• Coordinate with Executive Team and Project Manager on tracking the progress of each project against goals, objectives, approved budgets, approved timelines. Report status and variances in coordination with accounting. Create action plans and adjust as required to meet objectives, budget, and schedule.
• Manage the development of project schedules and track against milestone dates and original dates
• Manage creation and maintenance of development schedule for deliverables required by construction and design team.
• Coordinate daily with the internal team - Operations, Marketing, Construction, Asset Management, IT, Accounting
• Manage project proformas - budgets, schedule, timing, market assumptions, underwriting assumptions
• Manage the creation of pre-development budgets and project cash flows in collaboration with the finance team and construction team
• Manage development and issuance of meeting minutes for all consultant project meetings, including but not limited to architect/owner/contractor meetings prior to construction start; ensure clear action items are defined and followed up on after each meeting
• Coordinate with Sales and Marketing Departments for all project branding and marketing efforts
• Coordinate negotiation and execution of all consultant agreements for the project
• Manage all consultant contracts for compliance with the schedule of values and terms (with the exception of marketing which will be managed by the marketing department)
• Organize and manage document filing system (digital & hard copy): leases, contracts, agreements, permit info, notices, contractor meeting minutes, RFI's, submittals, CCD's & drawings, etc.
• Coordinates standard project status reports for the project management team. Reports typically include: permits, bonds, insurance certifications, change orders, action item status update, and specific budgets
• Manages entry of project information data and project documentation into project management technology tools (software applications, web-based tools, job cost accounting tools)
• Manages the administration of master permit and sub permits process with the design team, consultants, contractors, and vendors
• Coordinates project administration deliverables (i.e. meeting minutes; budget tracking; schedule updates; move management; closeout)
• Coordinates and participates in the monthly payment draw request inspections with Lender’s representative, Project Manager and General Contractor.  Assists in preparation and review of invoices and pay applications for processing in accordance with loan compliance requirements
• Manages Preparation of Project Reports on Daily Construction Activity and Tenant Coordination as required
• Coordinates with Resident/Tenant Services Department and General Contractor to Complete all punch list and warranty work in tenant spaces and residential units and also a punch list on common areas of the property.
• Coordinate review of invoices and supporting documentation for General Contractor and Subcontractor change orders with Project Manager
• Manages with the General Contractor and Subcontractor the overall job site cleanliness and also ensures that all applicable safety rules and regulations are being followed.
• Manages General Contractor and Subcontractor compliance of all building codes as applicable to the specific project
• Manage and monitor progress daily site activity to ensure delivery schedules are met elevates areas of concern to the Project Manager.
• Coordinate the inspection process with the general contractor, all authorities having jurisdiction as well as all third-party consultants hired by the Developer.  Includes maintaining weekly inspection log.  Ensures that General Contractor’s & Subcontractor’s work complies with all quality standards.
• Coordinate the installation and setting up of accounts and services with various utility companies.
• Manages contract administration, including issuing letters of acceptance and notice to proceed, updating NTO’s, NOI’s tracking logs, setting up turnover dates and interfacing with property manager.
• Coordinates project close-out procedures for all projects including: arranging archiving of hard copy files; receipts of necessary close out/turnover documents; compliance with the close-out checklist; coordination of lien searches; receipt of occupancy and closed building permits and warranty manuals; receipt of As-built and CAD drawings for submission to CAFM; and, collection of required documents for project audit
• Manage preparation, distribution, and tracking of various permit-related tasks; signature forms, check requests, notarize signatures and transmittals
• Manage preparation, distribution, and tracking of General Contractor bid invitations packages and GC bid submissions
• Manage all active project logs including RFI’s, Submittals, Change orders, and Permits.
• Manage building and maintaining healthy relationships with all local agency officials
• Manage overall Tenant/Buyer Coordination; site visits, drawing review, permitting assistance, monitor construction activities, conduct inspections, and ensure project completion.
• Coordinate with Property Manager on leasing coordination
 
COMPETENCIES: 
To perform the job successfully, an individual should demonstrate the following competencies:
• Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures
• Generates creative solutions; Translates concepts and information into images; Uses feedback to modify designs; Applies design principles; Demonstrates attention to detail
• Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem-solving situations; Uses reason even when dealing with emotional topics.
• Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
• Works within approved budget; Develops and implements cost-saving measures; Contributes to profits and revenue; Conserves organizational resources
• Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Listens and gets clarification and probes for underlying messages; Responds well to questions; Able to read and interpret both written and oral information.
• Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests.
• Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.
• Shows respect and sensitivity for cultural differences.
• Treats people with respect; Keeps commitments; Works with integrity and ethics; Upholds organizational values.
• Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities.
• Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in the decision-making process; Makes timely decisions.
• Prioritizes tasks effectively; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Approaches others in a tactful manner; Reacts well under pressure; Acts with unyielding integrity and ethics in business transactions; Treats others with respect and consideration regardless of their status or position; Follows through on commitments; Refuses to misrepresent himself or herself for personal gain.
• Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality. Completes work in a timely manner; Strives to increase productivity.
• Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
• Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
• Meet challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that attracts a positive response from colleagues.
• Ability to identify and define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

To submit your resume for this position, please send your resume and cover letter to: INFO@TERRAGROUP.COM, and use the subject line: ASSISTANT PROJECT MANAGER POSITION