Project Manager

Insidesource Insidesource Employer:
San Carlos, CA, USLocation:
Fri, Apr 15 '22Posted on:

Job Summary

Manages all aspects of a project from initiation to planning, execution, occupancy, and closeout. Works directly with customers to define project requirements and expectations.
Analyzes and proposes solutions, assess risks, and tracks/ communicates project milestones through project process to make sure customer remains informed and is happy with their new office space. Works efficiently with external project team (Architect, GC, Electrician, Data Vendors, etc.) to ensure the project runs smoothly from inception to completion.

Essential Duties and Responsibilities Including but not limited to:

    • Oversees project implementation and execution through the completion of office build-out.
    • Defines project scope by working with client and internal team to establish project-specific goals that meet client needs and ensure project success.
    • Ensures project scope and specific deliverables are understood by all parties involved and maintained through to project completion.
    • Develop a detailed project schedule, based on product lead times and construction timeline.
    • Publish project schedule to the external and internal team, and track progress on a weekly basis.
    • Manage project performance against goals, objectives, schedule, and milestones.
    • Identifies and reports variances from the schedule, then drives corrective actions to maintain a critical path.
    • Attends weekly OAC (Owner, Architect, Contactor), meetings for each project and reports pertinent updates and/or action items back to the internal project team.
    • Facilitate project kick-off meetings, and weekly huddle meetings with the internal project team to ensure responsibilities and deliverables are communicated and understood by all.
    • Develop scope of work for installation vendor.
    • Obtain labor quotes and analyze for accuracy. Present both labor pricing and project management hour estimate to internal team
    • Identify, manage and mitigate any potential project risks that could impact scope, schedule, budget, and/or quality.
    • Implements change management process to assess change requests, make recommendations, secure client approvals, and issue change orders. Identify possible impacts of change requests on project scope and/ or schedule and communicate impact/ best path forward to client and project team.
    • Manages coordination with Landlords and Property Managers to ensure insurance requirements are met, and building access is approved.
    • Completes site verification to ensure conditions are conducive to and compatible with furniture delivery/ installation.
    • Perform preinstallation site walk with the lead installer to ensure scope and specific deliverables are fully understood, including performance standards.
    • Oversee furniture installation and provide detailed updates to the client.
    • Complete punch walks with a client. Document publish and track punch items through to completion.
    • Assumes complete responsibility for assignments and is accountable for ensuring projects are executed to client’s expectations.
    • Able to communicate and present strongly to the Executive level team within an organization.
    • Maintain flexibility with work hours and travel as needed.

Skills/Knowledge Required

    • 2+ years of project management, project coordination, or event coordination experience.
    • Knowledge of construction, architecture, event planning or the commercial real estate industry is a plus.
    • Working knowledge of architectural drawings and furniture standards is a plus.
    • Proficient in the use of MS Office Suite- Word, Outlook, Excel, PowerPoint.
    • Willing to become proficient in other project management software platforms including PlanGrid, Box, Dropbox, Smartsheet, Google Doc, etc.
    • Strong communication (written and verbal), organizational, and analytical skills.
    • Able to analyze data and situations pertaining to a project, and concisely communicate findings and/ or solutions to both internal and external project teams. 
    • Strong interpersonal skills with an ability to interact and connect with team members across all levels of the organization.
    • Communicates in a way that instills confidence with client and helps guide client to make the best decisions for project efficiency.
    • Understands the importance of customer input and acts with customers in mind. 
    • Able to work efficiently under high-stress situations and manage conflict successfully.
    • Able to identify core issues on a macro and micro level, then use tact and diplomacy to guide others toward the best solution.
    • Remain tactful and diplomatic during conflicts, and when diffusing people issues.
    • Able to communicate effectively with clients, architects, installers, and contractors (including electricians and data vendors). 
    • Able to solve complex issues and make quality decisions, especially when under pressure.
    • Capacity to identify roadblocks and quickly/ confidently manage projects and team members around them. 
    • Logical and analytical with strong attention to detail.
    • Excels at setting goals, then developing strategic methodology and process to achieve goals.
    • Takes full ownership of making sure goals are effectively communicated to client and team.
    • Able to set and meet deadlines in a very fast-paced and demanding environment.
    • Excellent time management and prioritization skills.
    • Identifies critical tasks and focuses on completion despite distractions.
    • Regularly communicates current project priorities to internal and external project teams, including when priorities shift.
    • Can easily shift gears and adapt based on client needs and project constraints.
    • Excited by new challenges and takes action during times of uncertainty. 
    • Seeks out opportunities to step out of your comfort zone.
    • Eager and able to learn from multiple sources
    • Isn't afraid to make mistakes, but more importantly learns from every mistake and shows immediate improvement.
    • Takes full ownership of project success and continues to grow/ improve skill base.
    • Tackles problems work to beat deadlines and is self-motivated.
    • Inspires others to achieve the same results. 

Experience/Education Required

    • Bachelor’s degree in marketing/communication and/or 1-2 years in the field or equivalent combination of education and experience
    • Proficiency in graphic design and copy-writing preferred 
    • Contract furniture industry experience strongly preferred including: 
    • Understanding of and/or working on RFPs
    • Product knowledge 
    • Product specification
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