Construction Project Manager Associate

The Claremont Colleges Services•Claremont, CA

11d•Onsite

About The Position

The Claremont Colleges Services (TCCS) seeks a highly organized and detail-oriented Construction Project Manager Associate to support the Development and Central Facilities Services Departments in the planning, coordination, and delivery of capital improvement, maintenance, renovation, and construction projects. Working under general supervision, the position provides project management and coordination support throughout all phases of project delivery, from initial planning and scope development through construction, closeout, and turnover. The position may independently manage and coordinate smaller, multi-trade projects under the guidance of the Construction Project Manager, while supporting larger and more complex projects. The position is responsible for coordinating project activities with consultants, contractors, campus stakeholders, and internal staff; developing and tracking project schedules, budgets, contracts, and expenditures; coordinating procurement and project resources; monitoring project progress and identifying potential schedule, budget, or scope issues; facilitating project meetings and site walks; managing project documentation and communications; preparing project status reports; and supporting project closeout. The position also maintains the department’s plan room and project records and serves as a key point of coordination to help ensure projects are delivered safely, efficiently, on schedule, and within established budgets. Maintains project databases and tracking systems, ensuring accurate, timely, and reliable project lists for Development and Central Facilities Services.

Requirements

Associate degree in Construction Management, Business Administration, Public Administration, Engineering, Architecture, Facilities Management, or a related field; or an equivalent combination of education and experience.
Three (3) to five (5) years of progressively responsible experience in construction or project coordination, facilities administration, capital project administration, or a related field.
Zero (0) to two (2) years of experience in project management.
Knowledge of construction administration and project coordination practices.
Knowledge of budgeting, scheduling, procurement, and contract administration principles.
Strong organizational, planning, and time-management skills.
Ability to manage multiple assignments and changing priorities simultaneously.
Strong analytical and problem-solving abilities.
Excellent written, verbal, and interpersonal communication skills.
Ability to prepare accurate reports, correspondence, presentations, and project documentation.
Ability to establish and maintain effective working relationships with staff, consultants, contractors, vendors, and campus stakeholders.
Strong attention to detail and commitment to accuracy.
Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
Ability to learn project management, procurement, accounting, and document management software systems.

Nice To Haves

Bachelor's degree in Construction Management, Construction Engineering, Business Administration, Architecture, Engineering, Facilities Management, or a related field.
PMP Certification
Experience supporting construction, facilities, capital improvement, or renovation projects.
Experience in higher education, institutional, public sector, or campus environments.
Familiarity with public contracting and procurement practices.
Experience with contract administration, budgeting, invoice processing, and project reporting.
Familiarity with construction drawings, specifications, project documentation, and project delivery methods.
Experience maintaining records management systems, drawing archives, or plan rooms.

Responsibilities

Assist the Construction Project Manager in the planning, design, procurement, construction, and closeout phases of capital and maintenance projects.
Independently manage small-scale or multi-trade projects, as assigned, under general supervision.
Participate in project meetings and site visits to document progress, monitor activities, and identify issues requiring follow-up or resolution.
Review project schedules, contractor payment applications, change orders, and project status reports to support effective project delivery.
Coordinate and track follow-up actions resulting from project meetings, site observations, and stakeholder communications.
Assist in the resolution of routine project issues and coordinate corrective actions under the guidance of the Construction Project Manager.
Support the development of project budgets, cost estimates, funding requests, and financial reporting.
Monitor project scope, budget, schedule, and quality objectives, and provide regular updates to project managers and stakeholders.
Maintain project documentation and records to ensure compliance with organizational standards and project requirements.
Coordinate project meetings, including preparation of agendas, meeting minutes, action items, and follow-up activities.
Maintain project schedules, milestones, deliverables, status reports, and related documentation to support successful project execution.
Coordinate and facilitate communication among architects, engineers, contractors, consultants, vendors, and campus stakeholders.
Track and maintain project records, including Requests for Information (RFIs), submittmits, change orders, punch lists, and project correspondence.
Coordinate project closeout activities, including collection of warranties, operations and maintenance manuals, training materials, and record drawings.
Provide responsive customer service and effective communication to internal and external stakeholders throughout the project lifecycle.
Provide administrative and project support to the Facilities and Construction Project Management departments.
Maintain project files and records, including correspondence, contracts, consultant agreements, drawings, specifications, permits, reports, and other project documentation.
Coordinate procurement and contract administration activities, including purchase orders, invoices, payment applications, contract amendments, change orders, and related documentation.
Assist with public bidding and procurement processes in accordance with applicable policies, procedures, and regulatory requirements.
Track and maintain project budgets, commitments, expenditures, financial reports, and other project control documentation.
Monitor and maintain compliance documentation, including insurance certificates, preliminary notices, lien releases, waivers, and project closeout requirements.
Prepare reports, spreadsheets, presentations, and project status updates for management and stakeholders.
Maintain project databases, tracking systems, and records to ensure accurate, current, and accessible project information.
Administer the Facilities and Construction Project Management plan room and project archives, including the organization, storage, digitization, retention, and retrieval of project records.
Assist staff, consultants, and contractors in accessing project documentation and archived records while ensuring compliance with departmental recordkeeping and document retention standards.
Supports departmental initiatives, special projects, and operational needs.
Performs other duties as assigned.