Assistant Facility Project Manager

CMI Management•Nashville, TN

12d

About The Position

The Assistant Facility Project Manager supports planning, coordination, execution, documentation, and closeout of facilities repair and construction projects across 13 federally owned properties, approximately 150 leased locations, delegated facilities, and future portfolio changes throughout Tennessee. Working under the direction of the Project Manager and in coordination with facilities operations staff, the role helps deliver small projects from initiation through acceptance and provides onsite assistance for larger projects. The position supports safe and compliant project execution, cost and schedule control, accurate project records, timely stakeholder communication, and alignment with customer requirements. The role includes coordinating project stakeholders and site logistics; maintaining schedules, cost records, risk logs, and closeout documents; monitoring field work for scope, schedule, safety, quality, and code compliance; and supporting budgets, procurement documentation, reporting, inspections, and contractor coordination. The position requires travel throughout Tennessee, visits to active work sites, and occasional support outside normal business hours. The position works under the direction of the Project Manager.

Requirements

3 to 5 years of progressively responsible experience supporting commercial facilities, repair, renovation, or construction projects.
Demonstrated ability to coordinate multiple projects, maintain schedules and action items, organize project documentation, monitor costs, support meetings and inspections, and follow assignments through completion.
Working knowledge of construction and facilities project delivery, including plans and specifications, scopes of work, cost estimates, submittals, requests for information, change documentation, inspections, punch lists, and closeout.
Familiarity with OSHA requirements and applicable building, fire, life-safety, accessibility, environmental, and permitting requirements, and ability to recognize and promptly report unsafe or noncompliant conditions.
Experience tracking project budgets, estimates, proposals, commitments, invoices, and change documentation, with strong attention to cost accuracy and supporting records.
Proficiency with Microsoft Office applications and electronic project-document systems.
Strong written, verbal, organizational, and interpersonal skills, with the ability to communicate clearly with customers, contractors, facility personnel, and technical stakeholders.
Ability to obtain and maintain required federal suitability, HSPD-12 credentials, system access, and site access.
Valid driver’s license.
Ability to travel throughout Tennessee, visit active work sites, and occasionally support work outside normal business hours.

Nice To Haves

Bachelor’s degree in construction management, engineering, facilities management, architecture, business administration, or a related field preferred; an associate degree or an equivalent combination of relevant education, training, and experience may be considered.
Experience in federal or other highly regulated facilities, occupied-building projects, government contracting, or multi-site operations preferred.
General familiarity with commercial building systems preferred.
Experience with scheduling, CMMS, construction-management, or GSA systems, including KAHUA or NCMMS, preferred.
Associate Constructor, Certified Associate in Project Management (CAPM), OSHA 30-hour training, or comparable credential preferred.
Project Management Professional (PMP) certification is a plus but not required.

Responsibilities

Assist the Project Manager with planning, coordination, execution, and closeout of repair and construction projects across owned, leased, and delegated facilities throughout Tennessee.
Support small projects up to the applicable Simplified Acquisition Threshold, including conceptualization, site verification, scope development, cost estimating, tenant-funding coordination, kickoff, inspection, acceptance, and closeout.
Provide onsite assistance for larger projects led by customer project managers and third-party construction firms, including design reviews, progress meetings, inspections, contractor access, and collection of site-specific information.
Maintain project schedules, action logs, cost records, risk and issue logs, submittals, meeting minutes, inspection records, photographs, punch lists, and closeout documentation.
Coordinate with the Project Manager, customer representatives, facility personnel, tenant agencies, contracting personnel, designers, subcontractors, vendors, and other stakeholders to keep work progressing and minimize impacts to occupants and building operations.
Assist with developing and reviewing scopes of work, independent cost estimates, contractor proposals, project budgets, funding documentation, procurement packages, change documentation, and price-support records.
Track project costs and commitments, including work funded through the Non-Recurring Work Budget, and help verify documentation of labor, parts, materials, equipment, subcontracted costs, and allowable markups according to contract requirements.
Monitor field activities for conformance with approved scope, schedule, safety requirements, quality expectations, manufacturer instructions, and applicable federal, state, and local codes; promptly elevate deficiencies or risks.
Coordinate work that may affect tenant operations, occupied space conditions, life-safety systems, access, utilities, vertical transportation, or building systems, and support timely outage and project communications.
Perform routine site visits and inspections; document progress, quality concerns, schedule variances, safety observations, and corrective actions; and assist with final inspections and punch-list completion.
Help coordinate building access, badges, keys, parking, escorts, shutdowns, after-hours work, material deliveries, staging areas, and other site logistics.
Enter and maintain accurate project information in required systems, including KAHUA and other applicable acquisition, real estate, maintenance, event-notification, and document-control applications.
Prepare project status updates and contribute construction, budget, schedule, risk, and closeout information for monthly reports, facility assessments, audits, inspections, and data calls.
Assist with subcontractor and vendor coordination by tracking qualifications, insurance, submittals, proposals, material lead times, work quality, invoicing support, and completion of corrective actions.
Support contract transition and continuous-improvement activities by validating project records, organizing turnover documentation, identifying recurring delivery issues, and recommending practical process improvements.