Head of Project Management (Construction)

The Project Manager exists to successfully execute mechanical construction projects from turnover through final closeout while protecting project profitability, cash flow, schedule performance, customer relationships, contractual rights, documentation integrity, safety performance, and operational execution.

The Project Manager serves as the primary owner of project financial performance and is responsible for coordinating the efforts of customers, field leadership, vendors, subcontractors, accounting, preconstruction, and executive leadership.

The Project Manager is the central hub of project execution and is expected to make disciplined decisions utilizing the Operating System.

Success in this role is measured by profitability, cash flow, customer satisfaction, schedule achievement, safety performance, documentation quality, change order recovery, and successful project closeout.

Essential Duties and Responsibilities
1. Project Turnover & Project Planning

Participate in project turnover meetings with the Preconstruction Department.

Review all estimates, proposals, contracts, specifications, drawings, schedules, assumptions, exclusions, and customer commitments.

Identify project risks, procurement requirements, long lead items, staffing requirements, and schedule constraints.

Develop project execution plans and project startup strategies.

Establish project budgets, labor plans, procurement plans, and milestone schedules.

Ensure project setup is complete before field mobilization.

2. Financial Management & Cash Flow Control

Own project financial performance from turnover through closeout.

Develop and maintain project budgets.

Review labor productivity, material costs, subcontractor costs, equipment utilization, and committed costs.

Prepare weekly cash flow forecasts.

Forecast billings, collections, labor expenditures, material commitments, subcontractor commitments, and project profitability.

Review project financial reports regularly and identify developing risks.

Coordinate with Accounting to ensure accurate billing and collections.

Escalate financial concerns immediately when project performance begins deviating from plan.

The Project Manager is expected to know at all times:

Forecasted final cost.

Forecasted final profit.

Outstanding commitments.

Current cash flow forecast.

3. Change Order Management

Identify all changes in scope immediately.

Create Change Events and Change Order Requests in accordance with company procedures.

Maintain complete documentation supporting all change order requests.

Track change order aging.

Follow up regularly on outstanding change orders.

Ensure all approved changes are incorporated into project forecasts.

Protect company rights regarding changed work.

The Project Manager owns: Change order recovery.

Change order aging.

Change order profitability.

4. Contract Administration

Review and understand all project contract requirements.

Maintain awareness of all notice requirements, deadlines, payment terms, warranty obligations, and contractual responsibilities.

Prepare and issue required notices when necessary, including:

Delay notices

Disruption notices

Reservation of rights notices

Payment notices

Protect contractual rights throughout project execution.

5. Documentation Management

Maintain complete and organized project records.

Ensure all RFIs, submittals, meeting minutes, correspondence, schedules, change orders, notices, and closeout documents are current.

Review project documentation regularly for completeness and accuracy.

Ensure documentation supports project performance and risk management.

Company Standard:
If it is not documented, it did not happen.

6. Customer Relationship Management

Serve as the primary customer contact throughout project execution.

Maintain professional communication with customers, contractors, owners, engineers, vendors, and subcontractors.

Resolve project concerns in a timely and professional manner.

Maintain customer confidence while protecting company interests.

Follow MMOS Customer Pressure and Threat Response procedures when necessary.

The Project Manager is expected to remain calm under pressure and respond with facts, documentation, and contract alignment rather than emotion.

7. Schedule Management

Develop and maintain project schedules.

Coordinate project activities with field leadership.

Monitor schedule performance and milestone achievement.

Identify delays early and implement recovery plans when appropriate.

Coordinate procurement activities.

Manage long lead equipment and material purchases.

Coordinate vendor performance and issue resolution.

Review purchasing commitments for budget compliance.

9. Field Operations Support

Coordinate closely with Superintendents and field leadership.

Participate in manpower planning.

Support productivity improvement initiatives.

Assist in removing project obstacles.

Ensure field teams have the information necessary to execute successfully.

The Project Manager directs project execution but does not manage means and methods of construction.

10. Safety & Risk Management

Support company safety initiatives.

Participate in incident investigations when required.

Ensure project activities align with company safety standards.

Identify project risks early and implement mitigation strategies.

Activate appropriate MMOS playbooks when required.

The Project Manager must immediately elevate: Serious safety incidents.

Regulatory inspections.

Customer threats.

Potential litigation.

Contract termination threats.

Significant profitability concerns.

Escalation is not considered failure. Escalation is a required management function.

12. Project Closeout

Coordinate project completion activities.

Ensure completion of punch list items.

Manage closeout documentation.

Coordinate final billing.

Assist with retainage collection.

Transition projects into warranty phase when required.

Key Performance Indicators (KPIs)

Success in this position is measured by: Project Gross Profit

Project Cash Flow Performance

Change Order Recovery Rate

Collection Performance

Schedule Achievement

Customer Satisfaction

Documentation Quality

Safety Performance

Project Closeout Timeliness

Required Forms & Systems

The Project Manager is expected to utilize and maintain: Project Budget Reports

Weekly Cash Flow Forecasts

Change Event Logs

Change Order Logs

RFI Logs

Meeting Minutes

Daily Reports

Procurement Logs

Schedule Updates

Procore (or designated company software)

Qualifications

Minimum 5 years project management experience in mechanical construction, industrial construction, commercial construction, or related industries.

Strong understanding of project financial management.

Strong understanding of contract administration.

Strong organizational and communication skills.

Ability to manage multiple projects simultaneously.

Ability to lead through systems and process.

Proficiency with project management software and Microsoft Office Suite.

Why This Role Exists
The Project Manager exists to convert awarded work into profitable, cash-generating projects while protecting the company's customers, employees, reputation, contractual rights, and long-term success.

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