Project Manager

KW PROPERTY MANAGEMENT AND CONSULTING•DeLand, FL

10d

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, and supports the onsite Property Manager with operational duties. The Project Manager works with vendors, contractors, engineers, residents, internal team members, consultants, and the Association. The position oversees project communications and documentation, risk and issue management, procurement and contracts, schedules, budgets, scope and change control, safety, and quality assurance. It is a full-time, exempt salaried role that requires occasional off-site meetings during business hours, remote availability, periodic Association Board meetings as needed, and flexibility to work extended hours, including nights and weekends. The position reports directly to the Property Manager.

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 experience; irrigation and pump experience is required.
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.

Responsibilities

Prepare requests for proposals, review and evaluate contractor proposals, summarize evaluations, recommend contractor/vendor selections to the Property Manager, and negotiate and finalize agreements.
Organize and manage weekly meetings among contractors, vendors, engineers, consultants, and management representatives; attend required Teams and conference call meetings.
Document project progress and 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; maintain organized project records and secure operating manuals, warranties, and other relevant documents.
Maintain project risk and issue logs, review them at weekly meetings, identify risks and problems, develop mitigation strategies, and recommend appropriate actions to the Association.
Oversee contractor and vendor performance and monitor timely completion of work to required standards.
Accompany engineers in preparing final punch lists and work with design professionals and the general contractor to close open issues.
Establish contractor/vendor shortlists, document requirements and service-level agreements, set selection procedures, manage solicitations, and interview candidate firms as needed.
Supervise project meeting procedures, including request-for-information meetings and contractor weekly reporting formats.
Establish and maintain an integrated master project schedule, confirm it with contractors and vendors, update it weekly, and monitor critical paths and milestones.
Maintain the master project budget and cost tracker; audit contractor budgets, review cash flow projections, and advise on cost-saving opportunities with Property Manager oversight.
Review and verify invoice submissions for contractual substantiation, mathematical accuracy, and acceptability of work; send approved invoices to the Property Manager for approval.
Establish scope and change-control procedures; process subcontractor approvals, change estimates, and change orders with Property Manager oversight; coordinate Association approvals of design changes and field-generated change orders; analyze and negotiate change requests.
Develop quality-audit and inspection checklists and conduct periodic, including daily, inspections to ensure work meets scope and quality standards and follows safety procedures.
Maintain an operating environment that achieves satisfactory operational services and observe safety standards and company efforts to provide a safe work environment.
Respond to phone calls and correspondence in a timely, professional manner; react to and address emergency situations in a timely manner.
Support the onsite Property Manager with operational duties.