Lead, Trades Planning

Planning Lead

JPI stands out as one of the most active real estate developers and builders in the nation. For more than 35 years, JPI has designed and developed communities with best-in-class homes and amenities. JPI is committed to data-driven management and continuous improvement. Its team of experts utilizes data – including unparalleled market research, proven business processes, and proprietary models – to ensure that every decision is strategic, focused, and produces exceptional multifamily communities with the best risk-adjusted returns. More than just great communities, JPI is focused on leaving a lasting impact on the communities where we build and is continually committed to "Building What Matters." JPI operates as a subsidiary of Sumitomo Forestry, which is recognized as one of the largest home builders in the United States.

The Planning Lead supports the Director, Trades Planning by owning day-to-day coordination and execution of two critical planning functions: (1) Inflight Scope Management for all Trades scopes and (2) the coordination and facilitation of core Preconstruction meetings and planning rhythms. This role ensures scope changes are captured, quantified, priced, and handed off with disciplined documentation, and that planning meetings are run with clear inputs, outputs, and accountability—so projects remain commercially aligned and operationally ready. The ideal candidate is detail-oriented, highly organized, comfortable managing by influence, and experienced in construction change management, Precon coordination, and documentation workflows.

Essential Functions & Responsibilities

• Inflight Scope Management
• Change Order Intake & Tracking
• Receive, log, and track all Trades-related change inputs (RFI, ASI, GC requests, design clarifications impacting scope)
• Maintain a complete CO log and status dashboard (request date, scope category, owner, due date, pricing status, submission status, approval status)
• Scope Definition & Documentation
• Coordinate with SMEs and field leadership to define scope impacts clearly (labor, materials, equipment, schedule, sequencing)
• Ensure scope narratives are complete and consistent with contract language and SOW/SOV structure
• QTO / Quantification Coordination
• Own the process to obtain accurate QTOs for change orders, including coordination with offshore/remote estimating support (e.g., Precon India)
• Validate that QTOs align with drawings/revisions and match the change directive; flag gaps and drive corrections
• Pricing Coordination (Labor + Materials)
• Coordinate CO pricing development with SMEs, procurement/materials, and labor partners
• Ensure pricing packages include required backup (takeoffs, assumptions, vendor quotes, labor rates/production assumptions where relevant).
• Internal Review & Approval Workflow
• Facilitate internal review cycles to ensure the CO package is complete before submission (SME verification, VP review where required)
• Manage version control and documentation discipline (avoid "shadow spreadsheets" and mismatched assumptions)
• Handoff to Project Controls
• Assemble and hand off complete CO packages to Project Controls (final pricing, narratives, QTOs, exhibits, correspondence) per required format
• Track submissions through approval and ensure final approved values are incorporated into controls systems
• Risk & Exposure Visibility
• Provide weekly reporting to Director (and others as needed) on CO aging, exposure, disputes, and high-risk items
• Escalate stuck items with recommended actions and decision needs
• Preconstruction Meeting Coordination
• Precon Cadence Ownership
• Build and manage the recurring preconstruction meeting schedule for Trades involvement (standing meetings and project-specific sessions)
• Coordinate attendee lists and ensure the right stakeholders are present (GC/Trades Precon, estimating, DfX, OSC, SMEs, Supply Chain, GC Project team, etc.
• Agenda, Inputs, and Pre-Read Discipline
• Publish agendas with clear objectives, required inputs, and decision points
• Ensure pre-reads are distributed on time (bid tabs, draft SOW/SOV, QTO assumptions, takt inputs, scope clarifications)
• Facilitation Support & Action Tracking
• Facilitate meetings as assigned (or support the Director as facilitator) to keep discussions structured and decision-oriented
• Capture notes, decisions, and action items with owners and due dates; maintain a single source of truth action log
• Meeting Outputs
• Ensure each meeting produces tangible outputs:
• Confirmed assumptions and scope boundaries
• Updated risk/constraint list
• Decisions logged (e.g., alternates, inclusions/exclusions, sequencing impacts)
• Next-step deliverables (who produces what by when)
• Distribute minutes and action logs within the agreed SLA (e.g., within 24 hours)
• Trade Scope Readiness Alignment
• Coordinate follow-ups required to complete contract package inputs: SOW/SOV validation, QTO finalization, bid tab completeness, vendor qualification support
• Stakeholder Coordination
• Serve as a point of coordination between Director Trades Planning, VP Trades, SMEs, and GC/Trades precon teams
• Maintain strong working relationships with estimating support and internal functional teams (Procurement/Materials, Project Controls)
• Non-essential Functions & Responsibilities
• Support special projects related to planning process improvement (templates, dashboards, documentation standards)
• Assist with onboarding and training of new planning coordinators or junior planning resources

Education, Work Experience, & Physical Requirements

• Bachelor's degree in Construction Management, Engineering, or related field (or equivalent experience)
• 5+ years in construction planning, estimating coordination, project engineering, project controls, or change management (multifamily preferred)
• Strong familiarity with change order workflows, QTO/QTQ fundamentals, and documentation discipline
• Proficiency with Procore (or similar), Excel/Sheets, and scheduling/planning tools
• Strong communication and coordination skills; able to manage by influence across multiple stakeholders
• Ability to work under pressure and manage multiple projects and deadlines simultaneously
• Occasional travel to project sites and meetings as needed