SPD Assistant Project Manager | High End Residential GC

Job Description

Job Description

Join MatPel Builders as a Assistant Project Manager and help shape some of the most stunning homes in the Bay Area.

MatPel Builders is a premier general contractor based in the San Francisco Bay Area, specializing in architecturally significant, high-end residential construction. Our portfolio includes modern custom homes, historic renovations, complex remodels, and structural retrofits, each reflecting exceptional craftsmanship, thoughtful design, and close collaboration with our clients and project partners.

The Special Projects Division (SPD) is a dynamic and essential part of MatPel. Built on a commitment to exceptional client service and operational excellence, SPD provides continued care for our portfolio of completed homes while managing service and maintenance work, warranty projects, and small to medium-sized renovations. Through these relationships, SPD also creates opportunities for referrals, repeat business, and new project development.

The SPD Assistant Project Manager supports the full project lifecycle, from responding to new project inquiries and evaluating business development opportunities through preconstruction, estimating, execution, and closeout. Working under the direction of the SPD Manager within the Project Management department, the APM develops scopes of work, budgets, and schedules; coordinates with clients, trade partners, and internal teams; and helps manage projects through completion while maintaining established budgets, schedules, and quality standards.

This role requires someone who can effectively manage multiple active projects, service requests, and evolving client needs while delivering a consistently high level of responsiveness and customer service. The SPD APM will also contribute to the continued growth of the division by building strong client relationships, identifying new opportunities, and supporting referrals and repeat business.

Success in this position requires strong organization, communication, judgment, and follow-through, along with the ability to shift between immediate service needs and longer-term project and business development priorities.

MAIN RESPONSIBILITIES – Project Lifecycle

Estimating & Business Development

• Support and/or lead the business development process with input from the SPD team.
• Identify project phases, details, existing conditions, and requirements that may present potential problems.
• Communicate SPD processes and project requirements to Clients, Architects, Subcontractors and Field Personnel.
• Prepare and/or review estimates with input from Field Personnel.
• Generate and distribute subcontractor walk invitations, and facilitate project job walks.
• Lead or support the subcontractor selection process.
• Develop and/or review the initial project schedule.
• Prepare, review, and approve service, maintenance, warranty, and construction pricing as appropriate.
• Ensure estimates accurately reflect project scope, anticipated requirements, and subcontractor work.

Contract Administration & Project Set-Up

• Prepare, review, and administer Service Agreements, contracts, subcontracts, and purchase orders.
• Complete project setup documentation and coordinate with accounting to establish project numbers.
• Review the final project budget with the SPD team.
• Confirm subcontractors and coordinate project startup and scheduling.
• Maintain familiarity with all phases and terms of project contracts, estimates, and subcontracts.
• Attend and/or lead preconstruction meetings, site walks, and vendor meetings as required.
• Compile and maintain the project directory.
• Procure and/or coordinate required permits.
• Ensure the project is properly organized and prepared prior to the start of construction.

Project Management & Construction

• Manage and/or support the project from initial pricing through completion.
• Ensure project scope, schedule, budget, and contractual requirements are actively monitored and managed.
• Maintain and update the project schedule and communicate schedule information to the project team.
• Communicate regularly with the Site Superintendent/Foreman and SPD team.
• Attend and/or facilitate jobsite, OAC, and project meetings as required.
• Facilitate communication between Clients, project team members, subcontractors, suppliers, consultants, and other stakeholders.
• Coordinate material ordering, pickup, delivery, and long-lead-time items with the Site Superintendent/Foreman.
• Plan and facilitate the shop drawing and submittal process.
• Assist with subcontractor scheduling and coordination.
• Provide cost and financial information to the project team.
• Maintain complete and well-organized project documentation, including contracts, schedules, change orders, submittals, RFIs, invoices, and other pertinent information.
• Maintain project folders, binders, and electronic documentation.
• Create, review, process, and track change orders, submittals, and RFIs.
• Review subcontractor change orders and prepare them for Client approval as required.
• Auditing of monthly invoices for accuracy and submit them to the Client for payment.
• Review and monitor project budgets, cost tracking, cost projections, and overall job status.
• Identify and communicate project risks, potential issues, and required decisions in a timely manner.
• Ensure key project decisions and contract changes are clearly communicated and documented.
• Administer contract documents and take appropriate steps to identify and mitigate project risk.

Scheduling & Field Coordination

• Coordinate project meetings, appointments, site visits, and other scheduled activities.
• Send calendar invitations to appropriate project participants and ensure Clients and project stakeholders are aware of scheduled visits.
• Work closely with the Site Superintendent/Foreman to coordinate subcontractor activities and material deliveries.
• Assist with the weekly labor schedule (SIP) for SPD field employees to ensure appropriate field coverage.
• Maintain awareness of upcoming project needs and communicate scheduling conflicts or urgent matters promptly.

Financial & Cost Management

• Monitor project budgets, commitments, costs, and projected costs.
• Provide accurate financial and cost information to the project team.
• Audit invoices and subcontractor change orders for accuracy.
• Prepare and/or review Client change orders and obtain required approvals before proceeding.
• Prepare and/or review Client pay applications.
• Reconcile allowances and final project costs.
• Maintain accurate documentation supporting project financial status.

GENERAL RESPONSIBILITIES

• Maintain constructive and professional relationships with Clients, subcontractors, vendors, consultants, and internal team members.
• Support the goals and success of the SPD team.
• Work effectively both independently and collaboratively.
• Perform additional administrative and project-related responsibilities as required.

REQUIRED ABILITIES, TRAITS & SKILLS

• Highly organized, energetic, focused, detail-oriented, and resourceful problem solver with the ability to consistently meet deadlines.

• Self-directed with a high level of initiative and a "can-do" enthusiastic attitude.

• Ability to prioritize critical and time-sensitive tasks while managing multiple responsibilities and projects.
• Ability to build and contribute to strong, organized teams.
• Poised and mature, remaining calm under pressure.
• Reliable and dedicated to the success of the team and committed to delivering excellent customer service.
• Willingness to ask questions and seek assistance when a problem cannot readily be resolved independently.
• Ability to quickly identify and communicate urgent or pressing matters requiring immediate attention.
• Strong written, verbal, visual, and presentation skills.
• Ability to provide accurate, timely, and concise project documentation.
• Ability to communicate collaboratively and effectively with different levels of the organization and project team.
• Ability to understand and decipher legal contract language, building codes, and technical construction information.
• Proficiency with spreadsheets, word processing, and scheduling software.
• Ability to read and understand blueprints.
• Ability to work effectively in both lead and support roles.

EXPERIENCE & EDUCATION

• High-end residential construction project management experience, preferably in the San Francisco Bay Area.
• Minimum of 18 months of relevant project management experience.
• Experience managing multiple projects simultaneously.
• Experience with projects under $500K and/or larger projects up to $5M
• College degree preferred but not required when supported by relevant industry-specific professional experience.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

• Ability to work in both office and active construction site settings
• Must be able to sit at a desk for extended periods, with intermittent standing, walking, bending, and climbing
• Ability to lift and carry up to 50 pounds
• Comfortable working in varied environmental conditions including heat, cold, and exposure to dust or airborne particles
• Must be able to safely navigate ladders, stairs, and uneven job site terrain

What We Offer

Our team is comprised of highly skilled, intelligent, and experienced professionals, and it has been growing steadily!

We offer a comprehensive and holistic benefits package to keep our team members happy and healthy:

• Competitive base salary
• Medical, dental, and vision insurance
• Company-sponsored Health Reimbursement Account (HRA)
• Flexible Spending Accounts for healthcare and dependent care
• Short-term and long-term disability insurance
• Nine paid holidays, paid time off, and sick leave
• Commuter benefits and technology stipend
• Paid training and professional development opportunities
• Long-term growth within a stable, employee-owned company

At MatPel Builders, you will help shape some of the most beautiful homes in the San Francisco Bay Area while building a meaningful, long-term career. We look forward to hearing from you.