Construction Project Manager

Westchester, NY and Connecticut Projects REPORTS TO The Project Manager reports directly to the Donnelly’s senior leadership. DIRECT REPORT The following positions report to the Project Manager: Superintendent, subcontractors’ representatives, architect’s representative, engineers’ representatives, and owner’s representative. SUMMARY The Project Manager is responsible for managing the project schedule and overseeing all aspects of project execution and production. The Project Manager ensures that projects are delivered to the highest quality standards, completed on or ahead of schedule, and executed in a financially successful manner. The Project Manager has ultimate responsibility for the overall success of the project and must remain accessible to field personnel, AHJ representatives, project team members, and clients throughout the duration of the project. The Project Manager sets the standard for leadership, professionalism, and accountability, and all team members are expected to follow that example. Project Managers will be required to make difficult decisions and must approach every challenge with sound judgment, integrity, and a commitment to the project's objectives. Effective leadership requires taking ownership, providing direction, and maintaining responsibility for outcomes. CORE DUTIES & RESPONSIBILITIES Prepare client contracts for review and approval. Negotiate terms as required, following lead of project executive. Prepare lists of exhibits, plans, specs for contract (i.e., drawing and specification manifests). Maintain good working relationship with client and client representatives. Maintain good working relationship with design professionals and AHJ (Authorities Having Jurisdiction). Consult and work with Project Executive as required. Coordinate permit filing with team (subcontractors, PM, owner, Design Professional). Submit permit application when required. Follow up with AHJ’s for issuance of permits. Respond to AHJ’s questions for permits. Pick up permits when issued, getting check from either accounting or the client. When DC is paying for permits, prepare client invoice, submit to finance and issue to client. If the client contract includes an allowance for permits, make sure the PM is aware of the amount to be billed on the next requisition. File permit updates when required. Coordinate/prepare/submit any paperwork required for TCO/CO. Keep electronic copies of all permit/TCO/CO paperwork on server or Procore (if being used). In addition to all issued permits, all permit documentation should be scanned and saved PRIOR to submission to the AHJ (in the event documents are lost by the AHJ). Core. Be sure all document updates are distributed to the project team, subcontractors, etc., through Procore. Follow up on any potential change orders that may result from these updates. Keep a Client Contract Document folder on the server (NOT on Procore). Drawing Log in Sage MUST be maintained on a regular basis even when using Procore, as this Log forms an Exhibit to the client Contract and in all Subcontracts. When Procore is NOT being used: Manage all project design documents (plans, specs, sketches, narratives, etc.) in a folder on the server. Keep the original contract set of plans in a “Contract Set of Plans” folder. This folder should never be modified after the contract has been issued. Keep a “Current Set of Plans” folder on the server, containing all current project documents. Keep an “Update” folder on the server, saving all updated documents. When an update is issued it should be saved in both the “Current” folder and the “Update” folder. Prepare project schedule, getting input from owner, site supervisor, subcontractors, design professionals. Monitor and update project schedule on a weekly basis. Pro-actively alert site supervisors and coordinate trades from a high level. Negotiate subcontracts as required. Prepare subcontracts (whether negotiated by the PM or by Estimating) and submit to finance for issuance, along with the proposal. Review scope with subcontractor thoroughly if not already done by Estimating. Prepare list of additional exhibits, plans, specs for contract (i.e., in addition to the Sage Drawing Log). Be sure to maintain the Sage Drawing Log so that new subcontracts are issued based on the current set of plans. Specifically detail in the Contract any deviations from what is contained on the plans and specs. Prepare change order to client or backcharge to other subcontractors if applicable. Monitor subcontractor’s adherence to contract. Prepare notice letters for underperforming subcontractors in consultation with Estimating. Terminate subcontracts if necessary. Specify, negotiate, coordinate large/specialty purchases (e.g., windows, doors, toilet accessories, railings, etc.). Request that Sage PO be issued by Expediting. Monitor issuance of PO, purchases, and track delivery. Request Sage PO change orders to be issued by Expediting as required. Approve invoices as required and backcharge subcontractors if applicable. Receive RFI from subcontractor/supplier/suppliers. Follow up as necessary to receive response. Distribute response and close out RFI. Record RFI in Sage and generate RFI to design professional. Follow up as necessary to receive response. Record response in Sage and distribute. Submit submittal from subcontractor/supplier/suppliers. Follow up as necessary to receive review. Distribute review, making notes of any significant comments, and close out submittal. Report submittal from subcontractor/supplier/suppliers. Record in Sage and generate submittal to design professional. Save formal submittal in “Pre-Review” folder on server. Follow up as necessary to receive review. Record review in Sage. Save reviewed submittal in “Reviewed” folder on server. Distribute reviewed submittal, making note of any significant comments. Site Visits, as required: Observe field conditions. Review project progress and quality; communicate and/or set up meeting with any parties as required to correct deficiencies. Take job-site photos. Meet with site supervisor. Meet with subcontractor or supplier. Meet with client and client representative. Meet with design professional. Meet with AHJ. Daily Field Reports: Receive daily field reports from site supervisors and monitor field employees productivity. Review field hours & overtime, and monitor field employees when needed. Review any significant issues. Jobsite Photos: Take “before” and “after” photos of each project. Receive jobsite photos from site supervisors, PMs, etc., and save on server. Take jobsite photos and save on server. Jobsite photos should be taken on a weekly basis. Meeting Minutes: Attend client and subcontractor meetings. Take detailed notes. Follow up immediately on any urgent issues raised in the meeting. Update meeting minutes in Sage and distribute to meeting attendees/team within 48 hours. Client Billing: Prepare client billing (pencil request) in Sage and submit to client/design professionals. Upon approved pencil request, submit formal invoice to Finance for formal issuance of requisition with invoice number. If required, have the requisition notarized prior to formal submission to the client. If the client is working with a bank, complete all bank documentation required to accompany the requisition (lien waivers, subcontractor/supplier log, etc.). Review and approve subcontractor and supplier invoices in Sage Paperless. Submit Sub Pay Request Spreadsheets to Finance for processing each Wednesday AM. Change Orders: Client Change Orders: Work with PM to estimate/prepare CR’s. Submit CR’s to client for approval. Maintain Client CO Log. Prepare CO’s (comprised of approved CR’s). Procure client signature on CO’s. Attach CO’s to requisitions. Commitment Change Orders: Prepare commitment CO’s for review/approval by PM. Submit commitment CO through Sage Paperless. LEED (if required): Make subcontractors aware of LEED requirements at the beginning of the project; include LEED requirements in all subcontracts. Make site supervisor aware of LEED requirements at the beginning of the project so he can monitor LEED compliance on the project site on a daily basis. Collect/prepare required documentation for LEED projects. Submit documentation to LEED online. Punctil; Compile preliminary punchlists and distribute to team prior to design professionals’ punchteam. Monitor and update punchlist status. Project Close-Out: Prepare close-out documentation for clients, including Contract documents, permits, submittals, plans, specs, and as-builts, engineering reports, warranties, care and maintenance directions. This will be issued on a thumb drive, but can be provided in hard copy at the request of the clients. Prepare estimates as required, with input from Estimating. Type up formal estimate/proposal for submission to client. #J-18808-Ljbffr