Senior Project Manager

General Summary:

 

Responsible for the on-going management of projects in pre-development, development, and construction with an emphasis on the development of the project program, proforma, and design documents; procurement; estimating and cost management; construction supervision and tenant relations, and project closeout.

 

Executes a variety of tasks crucial to the implementation and completion of the project and ensures the project is delivered on time and under budget.  The Senior Project Manager is directly responsible for the daily collaboration of the entire project team (which includes RGDC team, designers, consultants, contractors, subcontractors, vendors, tenants, and clients, etc.) as required to successfully advance the project.  The Senior Project Manager must have a thorough understanding of the entire process so as to manage cost, risk, and quality.

 

Position is often based full-time or part-time at the jobsite with the Senior Project Manager responsible for managing/coordinating daily jobsite activities, keeping other RGDC team members abreast of status, progress, and critical issues.  The Senior Project Manager has ultimate responsibility for managing and resolving day-to-day construction activities that may arise on the project site.

 

Summary of Key Duties and Responsibilities:

 

General

• Creates and maintains project schedule and budget. Responsible for ensuring project is completed within the established proforma schedule and budget
• Schedules and coordinates project activities with members of the RGDC project team and third parties such as designers, consultants, contractors, subcontractors, vendors and construction trades

• Prepares agendas and chairs project meetings
• Manages the entire design process to ensure documents will meet approval and building code requirements; all design requirements are being met in cost-effective manner and on-schedule to support the procurement strategy; documents are complete, clear, and coordinated to minimize revisions at a later date
• Develops and maintains working relationships with all pertinent governing bodies and code officials
• Supervises the work of Project Manager, Associate Project Manager, and/or Assistant Project Manager. Perform their duties if position is not filled on subject project.
• Establishes/manages document control and filing systems, both hard-copy and electronically. Transmits and tracks documents as required. Ensures contracts and other important documents are archived
• Becomes familiar with tenant lease agreements and ensures that designs are compliant with all covenants in the agreements
• Prepares management reports on a regular basis to keep senior management apprised of progress and alert senior management of any variances to the proforma. Communicates with other RGDC functional teams (i.e. Investments, Development, Property Management, etc.) as needed to ensure compliance with the proforma
• Coordinates with RGDC home and regional offices to ensure compliance to RGDC Policies and Procedures
• Performs other duties as assigned

 

Predevelopment

• In collaboration with the Rockefeller Group team, responds to Request for Proposals
• Works with the Rockefeller Group team in the selection of due diligence consultants
• Collects and reviews existing property documentation in the due diligence phase in order to properly ascertain potential acquisitions/capital improvements. Such documentation shall include, but not limited to, the following:
  • Surveys
  • Zoning & Approvals
  • Traffic Documentation
  • Environmental & Hazardous Materials studies
  • Floodplain & Wetland
  • Geotechnical & Hydrology
  • Building As-Builts
  • Utilities
• Identifies any potential risks and mitigating actions, as may be required, based on existing property documentation review
• Establishes order of magnitude cost estimates and preliminary schedules, as required, in the due diligence/proforma preparation process prior to land acquisition
• Establishes complete budgets (hard and soft costs) for development proforma completion by financial team.  Establishes proper contingencies and escalation costs, as may be required, per the defined completion date of the prospective project.  Ensures proper back-up information is available to support all budgets. Provides detailed review of draft proforma to ensure design and construction information/costs/schedules are fully coordinated with development/financial underwriting
• Creates Basis of Design Documents/Project Program as needed for Request for Proposals and potential new tenants
• Attends town meetings, as may be required, to fully understand zoning/approval constraints that may be imposed on the project 

 

Pre-Construction

• Creates and manages project budget, schedule, risk register, and logistics plan 
• Prepares list of bidders for consultant and contractor team
• Manages procurement process for all consultants, general and trade contractors.  Prepares requests for proposals for professional and contracting services. Solicits and tracks proposals. Receives and tally quotations.  Manages negotiation process, contract creation, and contract management
• Provides/supervises site property management services as the site is readied for construction
• Manages consultant team through each stage of design process 
• Reviews and approves invoices during design process
• Coordinates base building design criteria with tenant requirements to ensure proper tracking of future scope and costs
• Works with Property Management to ensure design elements are implemented to ensure efficient building management techniques can be established and implemented during the lifespan of the building

 

Construction

• Ensures all permitting requirements are met and permits are in place prior to starting construction
• Ensures all town development agreement requirements are met prior to construction start
• Maintains approvals log and tracks all project permits by permit number for final project close-out. Tracks permit renewal and renew permits
• Prepares trade procurement strategy; agrees on bid lists and bidding procedures with general contractor
• Establishes insurance and risk management program. Ensures all insurance, risk management, and bonding requirements are in place prior to the work starting on the site
• Prepares standardized exhibits regarding site safety and logistics, schedule, work requirements, provision of general conditions, insurance, etc.
• Ensure specific tenant requirements (BOD/lease requirements) re insurances, warranties, etc. are maintained in the procurement of work
• Negotiates, recommends, and awards general contract agreements. Assists in contract documentation
• Prepares bid packages for direct work contracts such as the demolition, environmental, sitework, site utility, landscaping, tenant improvement, and other specialty contractors/vendors. Negotiates and recommends contract awards. Assists with preparation of contracts. Superintends all work in field and coordinate the activity of direct contracts with the general contractor(s)’ activities to ensure smooth transitions and workflows
• In collaboration with contractor, reviews, and comments on subtrade bid packages; ensures packages comply with RGDC and contract requirements; reviews and analyzes contractor bid tallies; ensures subtrade awards include complete scope and are coordinated with other trade buys
• Implement required MBE / DBE / WME / SBE Requirements
• Coordinates critical construction activities and onsite inspections daily with the onsite staff. Inspects work daily for progress, quality, and safety
• Reviews contractor(s) schedules on a weekly basis and resolves problems immediately, as needed, in the field with contractor(s)
• Tracks shop drawing submissions for direct contracted work. Receives, reviews for accuracy and completeness, and transmits drawing submittals to respective designers. Coordinates reviews by third parties. Distributes approved drawings to affected parties
• Supervises shop drawing process for general contractor work
• Manages field and drawing coordination activities
• Facilitates Requests for Information (RFI’s) coordination from contractors
• Arranges for progress photos to be taken on a regular basis
• Establishes weekly and monthly reports. Incorporate sections from contractor(s). Distributes reports
• Ensures project is constructed maintaining first class quality control standards. Identifies key quality control requirements from the specification. Schedules quality control activities Witnesses critical inspections and tests
• Arranges for site utility accounts to be established. Coordinates work of utility providers with on-site contractor activities
• Manages, administers, and superintends tenant improvement work as required. Coordinates as necessary with base building work
• Ensures project is being constructed per the latest OSHA guidelines and that proper PPE (Personal Protective Equipment) is utilized on RGDC projects

 

Post Construction

• Ensures inspections are completed for issuance of Temporary Certificate of Occupancy, Certificate of Occupancy, or similar as required per project-specific requirements
• Creates punch lists; monitors completion of work and punch list sign-offs
• Provides property management supervision and administrative services prior to project turnover (security, cleaning, plant operation, utilities, etc.)
• Manages turnover to building owners and tenants. Coordinates project turnover and equipment training prior to job completion
• Finalizes contract settlements and closeouts with contractors and consultants. Manages submissions of warranties, guarantees, general releases, final waivers of lien, release of surety, as-builts, etc.
• Ensure LEED certification activities take place as needed
• Tracks all governing approvals to ensure all requirements are met within the required guidelines to ensure any financial escrows or burdens are credited
• Prepares final financial report for project

 

Cost Management

• Develop the appropriate level of detail in project estimates, including appropriate work breakdown structure, for defining subtrade procurement packages, schedule activity definition, project monitoring, and project reporting needs
• Manages set up of project budget in online cost management system
• Prepares and updates project cash flow forecasts
• Manages the preparation of change order documentation. Identifies, reviews, and approves change orders; transmits to the proper parties for pricing; negotiates the final prices; prepares the Change Orders for execution; maintains change order tracking logs; expedites the pricing and execution of change orders; and then ensures executing the change in the field
• At the earliest possible moment, identifies and tracks all potential change orders in order to derive a Projected Final Cost Report
• Reviews cost management reports weekly; identifies and resolves variances and discrepancies
• Ensures the project management system is current with revised budget, commitments, use of contingency, resolution of allowances, updates for changes, retainages, etc. so that the reported Final Anticipated Cost is always current
• Establishes uniform invoicing procedures with all invoices and requisitions. Receives and reviews invoices and requisitions for compliance (contract breakdown, listing of changes, payments made-to-date, WBS codes, etc.)
• Codes all invoices to be entered into the project management system
• Manages accounts payable process to achieve payments in 30 days or less
• Administers insurance coverage and tracks insurance certificates from each team member to assure continuous unbroken coverage
• Coordinates with Internal Audit to ensure all processes comply with company procedures. Assists with project audits as required

Education Requirements:

 

Bachelor’s degree required; Graduate degree preferred

Preferred field of education: Construction Management, Business Administration, Management, Civil Engineering

 

Experience / Knowledge / Skills Requirements:

• Minimum of 7 years of relevant experience in general construction management or real estate development, with specific experience in project or property management
• Excellent working knowledge of construction terminology and superior ability to read and interpret construction documents
• Excellent interpersonal relationships with specific on-site construction experience
• A driven, motivated, and cooperative attitude
• Proven ability to work in a fast-paced environment with good attention-to-detail
• Possess excellent oral and written communication skills
• Excellent time management skills
• Ability to work independently, as well as part of a team
• Excellent computer skills are a must. Computer software knowledge in relevant operations software such as Word, Excel, Outlook, Microsoft Project, etc.
• Knowledge in Project Management software systems such as Prolog, Timberline, Skire Unifier, Primavera P3 Project Planner, and Sure Trak Project Manager is desirable
• Ability to travel and relocate as needed as projects occur over a wide geographical region

Licenses/Certifications Requirements:

 

OSHA 10 Hour Certified

LEED experience or LEED certification