Assistant Project Manager

NBCUniversal•Universal City, CA

2d•$75,000 - $95,000

About The Position

The Assistant Project Manager supports the planning, coordination, and execution of projects within the Technical Services Project Management Office. The role independently manages assigned smaller or lower-complexity projects and non-safety-critical scopes, with supervision and escalation support from the Program Manager, while supporting Program Managers and Project Managers on larger, more complex, or safety-critical projects. Projects may involve enhancements, modifications, and replacements of existing theme park attraction systems, equipment, infrastructure, and related facilities. The position coordinates clients and stakeholders, procurement and contracts, project costs and schedules, vendors, quality oversight, financial reporting, close-out, and warranty management. It helps ensure projects meet approved scope, budget, schedule, and objectives. The role also requires participation in Environmental, Health, and Safety responsibilities under established policies, procedures, training, and applicable regulations.

Requirements

Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Project, and Microsoft 365 collaboration tools.
Strong technical, verbal, and written communication skills for a wide audience.
Strong interpersonal, analytical, organizational, and time-management skills.
Ability to read and understand technical, engineering, construction, and contract documentation.
Ability and willingness to work overtime, weekends, and holidays with short notice as business needs require.
Consistent attendance is required.
Bachelor's degree in Construction Management, Architecture, Engineering, Business Management, Project Management, Technical Theatre, Engineering Management, or a related field, or an equivalent combination of education and experience.
At least 2 years of project management, construction, engineering, or related experience.
Experience coordinating or managing multiple projects or workstreams simultaneously.

Nice To Haves

Owner-representative experience.
Theme park experience.

Responsibilities

Independently manage assigned smaller or lower-complexity projects and non-safety-critical scopes through the project lifecycle, escalating issues and receiving support from the Program Manager as needed.
Assist the Program Manager and Project Managers in planning, coordinating, and executing larger, higher-complexity, or safety-critical projects.
Lead kick-off meetings for assigned projects and attend and document kick-off meetings for supported projects.
Coordinate with stakeholders, business units, vendors, consultants, contractors, governmental agencies, and internal support groups to facilitate decisions, applications, approvals, site access, and project execution.
Identify, analyze, and respond to project risks and issues; recommend mitigations and communicate material developments to the Program Manager and stakeholders.
Track project progress and distribute regular status reports to the Program Manager, stakeholders, and clients.
Research and resolve project issues independently on assigned projects or in collaboration with the Program Manager or Project Manager on larger efforts.
Prepare procurement and contract documents, including Scopes of Work, milestone schedules, bidder lists, and bid documentation; coordinate RFPs and competitive bidding with Sourcing and Legal.
Manage selected project vendors and oversee vendor contracts, technical performance, and compliance with contract requirements.
Manage vendor submittals, requests for information, modification documents, directives, potential change orders, and change order requests; perform quality control and compile approval documentation.
Review vendor payment applications and invoices for completeness, accuracy, supporting documentation, and consistency with project progress.
Coordinate vendor security and site access as required.
Develop, track, and maintain project schedules and budgets in the company project management system.
Monitor schedule changes and delays, evaluate contractor schedule performance, coordinate schedule interfaces, and develop mitigation plans for at-risk milestones.
Monitor project scope and budget impacts, communicate potential impacts to the Program Manager, and prepare project control requests for executive review as required.
Collaborate with Project Controls and PMO leadership on monthly cost reports, cash flows, forecasts, and other required reporting.
Review contracts, invoices, bid milestones, funding documents, and other project documentation for quality before submission for department approvals.
Maintain complete electronic and project files with documentation needed for audit and archival purposes.
Coordinate with Finance, Controllership, and Fixed Assets on final project capitalization and provide supporting cost and quantity information.
Monitor project quality through regular site walks to verify progress and compliance with contract requirements.
Lead project punch-list activities through completion.
Lead project close-out, including identifying required documentation, managing vendor submittals and stakeholder review, completing close-out packages, and handing over projects to Facilities or the receiving department.
Manage and track warranty periods, coordinate contractor repairs before handover, and conduct warranty turnover meetings with operating or sustaining departments.
Follow established Environmental, Health, and Safety policies, procedures, training, team member involvement activities, and applicable OSHA and environmental regulations.
Perform other duties as assigned.