Owner Representative - Renovations

Job Description

Job Description:\n\nDescription: About Us KCG Companies is a leading vertically integrated real estate development and construction firm specializing in the development and preservation of sustainable multifamily housing. Our commitment to quality, innovation, affordable housing, and long-term asset performance is at the core of everything we do. Position Summary The Owner’s Representative, Renovations is responsible for overseeing and managing renovation, acquisition-rehab, capital improvement, and repair projects across KCG’s multifamily portfolio. This role represents KCG and ownership throughout the renovation process, ensuring that projects are properly scoped, budgeted, scheduled, communicated, executed, documented, and closed out in accordance with KCG standards. Initially, this position will provide owner-side oversight of third-party General Contractors performing Acq-Rehab and renovation projects on behalf of KCG. In this capacity, the Owner’s Representative will monitor General Contractor performance, manage project-level risks, review schedules, budgets, pay applications, change orders, quality, safety, documentation, and closeout. As KCG expands its Acq-Rehab renovation platform, this role will also support and manage projects where KCG serves as the General Contractor and subcontracts renovation work to third-party subcontractors, vendors, and trade partners. KCG does not intend to self-perform major construction scopes. This individual will help coordinate subcontractors, vendors, site logistics, schedules, budgets, quality control, resident impacts, and project execution for KCG-led renovation projects. The ideal candidate has a combination of Owner’s Representative experience and hands-on renovation General Contractor experience, with a strong background in subcontracting, occupied multifamily renovations, project execution, budgeting, scheduling, quality control, and stakeholder communication. This role is renovation-focused and will work closely with KCG Construction, Asset Management, Property Management, Maintenance, Development, Accounting, and external project partners.Requirements: Must be able to perform the essential functions of this position with or without reasonable accommodation. Renovation Planning and PreconstructionPartner with KCG leadership, Portfolio Management, Asset Management, Maintenance, and Construction teams to identify, prioritize, and plan renovation and capital improvement projects. Conduct site walks, property assessments, and existing-condition reviews to confirm renovation needs, project constraints, resident impacts, and operational considerations. Develop, review, and refine scopes of work for unit renovations, common area improvements, amenity upgrades, building system replacements, exterior repairs, deferred maintenance items, accessibility improvements, energy-efficiency upgrades, and other capital projects. Assist with preliminary budgets, project schedules, phasing plans, bid packages, and procurement strategies. Coordinate with architects, engineers, consultants, inspectors, utility providers, and jurisdictional authorities when design documents, permits, testing, inspections, or approvals are required. Solicit, review, compare, and level contractor and vendor proposals; provide recommendations to the appropriate KCG stakeholders. Ensure renovation scopes incorporate applicable project commitments, funding requirements, code requirements, accessibility standards, insurance requirements, green building requirements, and KCG quality standards. Identify risks related to existing conditions, occupied buildings, resident access, lead times, utilities, permitting, sequencing, and budget exposure before work begins. General Contractor OversightServe as KCG’s owner-side representative for renovation projects performed by third-party General Contractors. Monitor GC performance against approved scope, schedule, budget, contract documents, safety expectations, quality standards, and project commitments. Review GC schedules, look-ahead schedules, manpower plans, procurement logs, sequencing plans, and critical path activities. Facilitate or participate in project meetings, OAC meetings, renovation coordination meetings, pre-installation meetings, site walks, and issue-resolution meetings. Prepare meeting agendas, track action items, review meeting minutes, and follow up on open items to maintain forward momentum. Coordinate timely responses to RFIs, submittals, supplemental information, field directives, sketches, bulletins, and design clarifications. Review and comment on contractor pay applications, change order requests, allowance usage, contingency usage, job status reports, and supporting documentation. Maintain change order logs, issue logs, decision logs, risk logs, and budget exposure tracking. Perform regular site visits to review progress, quality, site conditions, safety concerns, resident impacts, and compliance with the approved scope of work. Notify internal stakeholders when contractor performance, quality, budget, or schedule does not align with expectations. Support resolution of field conflicts, design issues, access constraints, operational disruptions, and contractor coordination challenges. Ensure punch lists are created, tracked, completed, verified, and documented before final acceptance. In-House Renovation Project ManagementSupport and manage Acq-Rehab and renovation projects where KCG is acting as the General Contractor and subcontracting work to third-party subcontractors, vendors, and trade partners. Develop, review, and maintain clear scopes of work, bid packages, subcontractor assignments, project budgets, schedules, vendor assignments, material needs, submittal management, procurement, plans, and execution strategies. Coordinate directly with vendors, subcontractors, suppliers, consultants, property management teams, maintenance teams, and internal KCG stakeholders. Manage project startup, site access, resident coordination, subcontractor mobilization, material procurement, work sequencing, daily/weekly progress, quality control, inspections, and completion tracking. Monitor subcontractor and vendor performance against approved scopes, schedules, budgets, safety expectations, quality standards, and KCG requirements.Support renovation due diligence, scope validation, budgeting, bid leveling, subcontractor pricing review, and project feasibility analysis for prospective Acq-Rehab opportunities.Work with Property Management and Maintenance teams to minimize disruption to residents, leasing activity, site operations, and community standards. Coordinate shutdowns, access notices, resident communication, temporary relocations, after-hours work, and operational impacts as needed. Review invoices, purchase orders, subcontractor billing, change requests, and backup documentation for accuracy and alignment with approved scope and budget. Maintain project documentation, photos, schedules, budget updates, completion records, warranty information, subcontractor performance notes, and closeout files. Help establish repeatable renovation processes, subcontractor/vendor relationships, cost data, scope templates, reporting tools, and execution standards to support KCG’s growing Acq-Rehab platform. Schedule and Operations CoordinationCreate, review, and maintain renovation schedules and phasing plans. Coordinate renovation work around occupied units, resident needs, leasing schedules, maintenance operations, inspections, funding deadlines, and asset management priorities. Track project milestones, critical activities, long-lead materials, utility coordination, permitting timelines, and inspection requirements. Identify schedule delays early and work with contractors, vendors, and internal stakeholders to develop recovery plans. Communicate project impacts to KCG Residential, Property Management, Maintenance, Portfolio Management, and other affected teams. Support portfolio-level planning by helping prioritize work based on urgency, funding, resident impact, asset performance, and operational need. Financial ManagementAssist in developing project budgets, ROM estimates, bid comparisons, project forecasts, and cost tracking. Review contractor and vendor pricing for completeness, accuracy, reasonableness, and alignment with project scope. Track committed costs, pending costs, approved changes, budget variances, allowances, contingencies, and potential exposures. Review and comment on pay applications, invoices, change orders, purchase orders, and job cost reports. Provide recommendations to internal stakeholders regarding approval, rejection, negotiation, or revision of cost items. Support monthly and weekly reporting of budget status, schedule status, project risks, and open decisions. Help establish repeatable renovation cost data, vendor pricing history, and scope templates to improve future project planning. Quality Control, Safety, and ComplianceMonitor renovation work for quality, completeness, code compliance, contract compliance, and alignment with KCG standards. Perform routine site walks and document observations, deficiencies, safety concerns, resident-impact concerns, and corrective actions. Verify that work is performed in accordance with approved plans, specifications, scopes of work, manufacturer requirements, applicable codes, and project commitments. Coordinate required inspections, testing, special inspections, permits, utility inspections, and consultant reviews as applicable. Ensure contractors and vendors maintain safe, clean, secure, and professional job sites, especially within occupied multifamily communities. Coordinate with Property Management and Maintenance to address resident safety, access, notices, cleanliness, parking, staging, noise, and site logistics. Track deficiencies, punch items, warranty items, incomplete work, and corrective actions through completion. Support compliance with Fair Housing, accessibility, LIHTC, funding-source, green building, insurance, and lender requirements as applicable to each project. Reporting and DocumentationProvide regular project updates to ownership and internal KCG stakeholders. Prepare weekly project summaries and monthly renovation reports, including progress photos, schedule updates, budget status, change order logs, risk items, open decisions, and upcoming milestones. Maintain accurate project files, including scopes of work, contracts, proposals, permits, schedules, RFIs, submittals, meeting minutes, reports, photos, invoices, pay applications, change orders, punch lists, warranties, lien waivers, and closeout documents. Use KCG-approved project management platforms and reporting tools to ensure project information is current, accessible, and organized. Coordinate information sharing between Construction, Portfolio Management, Asset Management, Property Management, Maintenance, Accounting, Finance, Development, and external project partners. Project CloseoutLead or support project closeout for renovation and capital improvement projects. Confirm substantial completion, final completion, punch list completion, owner acceptance, and final documentation. Collect and review closeout documents, warranties, O&M manuals, as-builts, final inspection approvals, lien waivers, attic stock records, and final invoices as applicable. Coordinate transition of completed work to Property Management and Maintenance teams. Track warranty issues and ensure contractors or vendors complete warranty corrections in a timely manner. Document lessons learned, recurring issues, vendor performance, cost trends, and process improvements for future renovation work. Perform other duties as assigned. Skills Required to Perform the Essential Responsibilities of the PositionExperience working in both Owner’s Representative and General Contractor environments is strongly preferred.5 to 10 years of construction project management, owner’s representative, renovation management, multifamily construction, capital improvement, or related experience. Strong experience managing renovation projects, preferably in occupied multifamily, affordable housing, senior housing, student housing or similar operating environments. Demonstrated experience managing third-party General Contractors on behalf of an owner, developer, or asset owner.Demonstrated experience managing subcontractors, vendors, trade partners, consultants, inspectors, design professionals, scopes of work, budgets, schedules, and field execution for renovation projects. Strong understanding of subcontractor-driven renovation delivery models, including bid solicitation, bid leveling, subcontractor selection, procurement, schedule coordination, change management, quality control, and closeout. Ability to manage multiple active projects across multiple properties while maintaining schedule, budget, quality, and documentation standards. Working knowledge of renovation sequencing, occupied-building phasing, resident coordination, site logistics, construction safety, and field issue resolution. Ability to read and interpret drawings, specifications, scopes of work, proposals, schedules, contracts, pay applications, change orders, and inspection reports. Strong understanding of construction budgets, estimating, procurement, invoice review, change order review, and cost tracking. Experience with Acq-Rehab projects, occupied multifamily renovations, unit renovations, common area improvements, building system upgrades, exterior repairs, deferred maintenance, accessibility improvements, and capital improvement projects. Experience supporting due diligence, scope development, preliminary budgeting, renovation feasibility analysis, and project planning for Acq-Rehab opportunities preferred.Ability to shift between owner-side oversight and hands-on renovation project management depending on project delivery model.Knowledge of affordable housing, LIHTC, HUD, state housing agency, accessibility, green building, or funding-source requirements preferred. Core CompetenciesStrategic and decisive leaderExpert-level financial acumenAdvanced negotiation capabilityRisk identification and mitigationExecutive presence and communication skillsAbility to operate effectively in high-pressure environmentsStrong understanding of partnership structures and investor dynamics BenefitsHealth Care Plan (Medical, Dental & Vision)Retirement Plan (401k, IRA)Life Insurance (Basic, Voluntary & AD&D)Paid Time Off (Vacation, Sick & Public Holidays)Short Term & Long Term Disability EEOC Statement: All employment decisions at KCG Companies are based on business needs, job requirements, and individual qualifications. Qualified candidates are recruited without regard to age, race, color, national origin, gender, and sex.Please note that we do not accept unsolicited submissions from recruitment agencies. Any unsolicited resumes or candidate profiles submitted without prior agreement from our HR team w