Job Description

The Project Manager supports the planning, coordination, and execution of capital improvement projects, maintenance initiatives, and restoration work throughout the property. This role ensures projects are organized, documented, communicated, and progressing efficiently. The ideal candidate is detail-oriented, proactive, and comfortable interacting with vendors, contractors, engineers, residents, internal team members and support onsite Property Manager with operation duties.

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 are 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 and other Duties:

• Prepare Request for Proposals (RFP), Review and evaluate contractor proposals; summarize evaluation and present recommendations to Property Manager for contractor/vendor selection, negotiate and finalize agreement.
• Irrigation and Pump experience is required.
• Organize and manage weekly meetings between contractors, vendors, engineers, and management representatives.
• Document progress of projects with status reports, identify, document, and coordinate resolution of critical issues.
• Coordinate and regularly schedule meetings with the contractors, vendors, engineer, and various consultants to assure that the Association’s requirements are being addressed in a timely and cost-effective manner.
• Weekly status report should include (at minimum):

Prepare project-related correspondence, documentation, and other information for distribution to the Association, manager, and other stakeholders.

• Attend all required Teams and conference call meetings.
• 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.
• 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:
• Review risk and issue log with contractors and vendors at weekly meetings.
• Accountable for overseeing contractors’/vendors’ 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/vendors to be interviewed, document requirements, service-level agreements, establish selection procedures, manage solicitation process, and interview candidate firms.
• Prepare Request for Proposals (RFP), Review and evaluate contractor proposals; summarize evaluation and present recommendations to Property Manager for contractor/vendor selection, negotiate and finalize agreement.
• Supervise project meeting procedures including request for information (RFI) meetings and the contractor's weekly reporting format.

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 project schedule with the general contractor, vendor 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.

Budget Management

• Maintain master project budget and master project cost report tracker.
• Audit the contractor's budget and negotiate revisions as required with Property manager oversite.
• In relation to the project schedule and the anticipated progress of the work, review construction cash flow projections with the general contractor and property manager.
• Based on subcontractor recommendations and negotiations, advise of opportunities for cost savings with property manager oversight.
• 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 property manager for approval.

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 with Property Manager oversite. 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 with property manager.
• 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 operational services.
• 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
• Irrigation and Pump experience

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 Property Manager and is expected to work collaboratively with the Property Manager.

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 10 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
• Must have experience in project and operational management
• Must have strong knowledge of basic trades, such as, electrical, plumbing, carpentry, HVAC, and painting standard principles and practices.
• Must have a strong background in irrigation systems and landscaping management experience.
• Ability to analyze and interpret technical aspects, pumps, and motors, mechanical systems with a similar degree of complexity.
• Must be proficient and have a working knowledge of Microsoft Word, Excel, and MS Project applications.
• Must have a valid Florida driver’s license.

Other Duties

Please note that 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.