Assistant Project Manager

NBCUniversal•Universal City, CA

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, while supporting the Program Manager and Project Managers on larger, higher-complexity, 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 stakeholders, procurement, contracts, vendors, cost and schedule planning, project controls, quality oversight, financial reporting, close-out, and warranty management. It helps ensure that projects meet their goals within approved scope, budget, and schedule. The role also performs regular site walks, maintains project documentation, and participates in Environmental, Health, and Safety responsibilities in accordance with established policies, procedures, training, applicable OSHA requirements, and environmental regulations.

Requirements

At least 2 years of project management, construction, engineering, or related experience.
Bachelor's degree from a four-year college or university 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.
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.
Experience coordinating or managing multiple projects or workstreams simultaneously.
Consistent attendance is a job requirement.

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, with supervision and escalation support from the Program Manager.
Assist the Program Manager and Project Managers with planning, coordination, and execution of 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 mitigation actions and keep the Program Manager and stakeholders informed of material developments.
Track project progress and distribute regular status reports to the Program Manager, project stakeholders, and clients.
Research and facilitate resolution of project issues, independently for assigned projects and in collaboration with the Program Manager or Project Manager for larger efforts.
Prepare contract and procurement 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 for assigned projects, including 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 contractor, architect, consultant, and other vendor payment applications and invoices for completeness, accuracy, supporting documentation, and alignment with project progress.
Coordinate security and site access for vendors 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 with other groups and departments, and develop mitigation plans when milestones are at risk.
Monitor and control 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.
Perform final quality reviews of contracts, invoices, bid milestones, funding documents, and other project documentation before department approval submissions.
Maintain complete electronic and project files, including documentation backup required for audits and archival purposes.
Coordinate with Finance, Controllership, and Fixed Assets on final project capitalization and provide supporting cost and quantity information as needed.
Monitor project quality assurance, including 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, coordinating stakeholder review, completing close-out packages, and handing over to Facilities or the receiving department.
Manage and track warranty periods, coordinate repairs with contractors before handover, and conduct warranty turnover meetings with operating or sustaining departments.
Follow established USH Environmental, Health, and Safety policies, procedures, training, team member involvement activities, and applicable OSHA and environmental regulations.
Perform other duties as assigned.