Project Manager

KW Property Management Careers•DeLand, FL

About The Position

The Project Manager supports the planning, coordination, and execution of capital improvement projects, maintenance initiatives, and restoration work throughout the property. The role ensures projects are organized, documented, communicated, and progressing efficiently. The Project Manager works with vendors, contractors, engineers, residents, internal team members, and the onsite Property Manager, and supports the Property Manager with operational duties. The position oversees project communication and documentation, procurement and contract management, schedules, budgets, scope and change control, risk and issue management, and safety and quality assurance. It includes coordinating project meetings, tracking progress and risks, monitoring contractor performance, inspecting work, reviewing invoices and change orders, and maintaining project records. The Project Manager reports directly to the Property Manager and works collaboratively with that role. This is a full-time, exempt salaried position. The employee may attend occasional off-site meetings during business hours within local city limits, attend periodic Association Board meetings as needed, and must be available remotely by email or phone. Extended work periods and flexible hours, including nights and weekends, may be required, and the employee must respond to emergencies in a timely manner. The work environment occasionally includes outdoor weather, moving mechanical parts, heights, wet or humid conditions, and fumes; noise is usually moderate. The role occasionally requires lifting or moving objects up to 25 pounds and performing a range of physical activities including standing, walking, handling objects or tools, reaching, sitting, climbing, balancing, stooping, kneeling, crouching, crawling, talking, hearing, and smelling.

Requirements

Effective written and verbal communication skills.
Organized and detail-oriented; result-driven.
Strong managerial background and experience overseeing more than 10 employees.
Four-year college degree or five or more years of industry experience.
Experience as an upper-level manager in facilities management, engineering, or building construction.
Experience in project and operational management.
Strong knowledge of basic trades, including electrical, plumbing, carpentry, HVAC, and painting principles and practices.
Strong background in irrigation systems and landscaping management.
Ability to analyze and interpret technical aspects of pumps, motors, and mechanical systems of similar complexity.
Proficiency and working knowledge of Microsoft Word, Excel, and MS Project.
Valid Florida driver’s license.
Irrigation and pump experience is required.
Ability to work extended periods with flexible hours, potentially including nights and weekends, and to respond to emergencies in a timely manner.

Responsibilities

Prepare requests for proposals, evaluate contractor proposals, recommend selections to the Property Manager, and negotiate and finalize agreements.
Organize and manage weekly meetings with contractors, vendors, engineers, and management representatives; coordinate other meetings as needed.
Document project progress, report status, identify critical issues, and coordinate their resolution.
Prepare weekly status reports covering completed and planned activities, schedule and budget variances, escalated risks or issues, and milestone progress.
Prepare and distribute project correspondence and documentation to the Association, Property Manager, contractors, and other stakeholders.
Secure operating manuals, warranties, and other relevant project documentation, and maintain organized project records in the knowledge management system.
Respond to phone calls and correspondence in a timely, professional manner, and attend required Teams and conference call meetings.
Maintain and review project risk and issue logs, including handling strategies, impacts, owners, actions, and outcomes; review the logs with contractors and vendors at weekly meetings.
Oversee contractor and vendor performance and monitor timely completion of work.
Accompany engineers in preparing the final punch list and work with design professionals and the general contractor to close open issues.
Establish contractor and vendor shortlists, document requirements and service-level agreements, manage solicitation and selection procedures, and interview candidate firms as needed.
Supervise project meeting procedures, including request-for-information meetings and contractor weekly reporting formats.
Establish and maintain integrated project schedules, including tasks, durations, responsibilities, dependencies, and milestones; confirm and update schedules weekly.
Identify and monitor the project critical path and track milestones and their impact on completion.
Maintain the master project budget and cost report tracker; audit contractor budgets and negotiate revisions with Property Manager oversight.
Review construction cash-flow projections and advise the Property Manager of cost-saving opportunities.
Review invoice submissions for proper substantiation, mathematical accuracy, and acceptable work, then send approved invoices to the Property Manager for approval.
Establish scope and change-control procedures, including communication processes, templates, documentation, and approvals.
Process subcontractor approvals, change estimates, and change orders with Property Manager oversight; verify change orders align with original contract documents and cost parameters.
Coordinate Association approval of design changes and field-generated change orders; analyze change requests and negotiate revisions when they do not follow established procedures.
Develop quality audit and inspection checklists and conduct periodic, including daily, inspections to verify scope, quality, and safety compliance.
Maintain an operating environment that supports satisfactory operational services and follow safety standards and company efforts to provide a safe work environment.
Support the onsite Property Manager with operational duties and respond to emergency situations in a timely manner.