Project Manager

JOB-2456

Hybrid

Duration: 20 months

Key Responsibilities

Internal Coordination & Communication

• Serve as the primary internal point of contact for project-related information.
• Coordinate meetings between the Company’s internal departments, consultants, and senior project manager.
• Ensure timely communication of project updates to internal departments (e.g., operations, finance, IT, HR).
• Track and follow up on action items, decisions, and approvals required from the Company.

Documentation & Record Management

• Maintain organized project files, contracts, drawings, permits, correspondence, and change documents.
• Track and log RFIs, submittals, shop drawings, and change notices provided by the general contractor.
• Support the preparation of internal reports, management updates, and board presentations.
• Assist with maintaining an audit-ready project documentation library.

Financial & Procurement Support

• Coordinate with Finance on budget updates, cost forecasting, and expenditure tracking.
• Support procurement of the Company provided items (e.g., furniture, equipment, IT systems).
• Track delivery and installation of all owner-supplied materials.

Schedule & Progress Monitoring

• Track project schedule milestones and communicate key dates internally.
• Monitor contractor’s progress reports and highlight schedule concerns to the Project Manager or Company’s Rep.
• Assist with aligning internal readiness tasks (move-in planning, operational preparations, training).

Move-in, Close-out & Transition Support

• Assist in coordinating commissioning, training, and handover of building systems to operations teams.
• Track close-out documents including warranties, manuals, as-built drawings, and maintenance schedules.
• Support planning and coordination of move-in activities.

Deliverables

• Weekly or monthly internal project status summaries.
• Updated logs (RFIs, change orders, submittals, decision logs, procurement items).
• Internal meeting minutes and action item trackers.
• Finance coordination documents (invoice reviews, cost tracking sheets).
• Move-in and handover coordination plans.
• Complete project documentation archive at project close-out.

Expectations

• Maintains clear and timely communication among all stakeholders.
• Ensures accurate and organized documentation.
• Demonstrates proactive follow-up on outstanding issues.
• Supports decision-making by providing timely information to leadership.
• Upholds the owner’s interests throughout the project.

Duration

• Project initiation through design, construction, commissioning, and close-out phases.
• Project completion expected in Q1 2028.