Architecture Project Manager/Senior Project Manager

Job Summary

The Project Manager is responsible for the day to day management and delivery of assigned projects with specific focus on scope, schedule, and budget. The PM is expected to provide day-to-day leadership of the project team and is expected to reinforce the authority of the Design Leader and Document Team Leader on assigned projects to achieve the project goals. Report regularly to Managing Director to maintain up-to-date information upon which to make decisions.

The overall responsibility and project size will increase from PM to Sr. PM.

Essential Functions

AIA:

SENIOR PROJECT MANAGER

Ten or more years of experience, licensure preferred but not required, professional degree in architecture from an accredited program. Coordinates all project efforts in order to ensure effective execution, prepares strategic plans, and serves as primary client liaison. Estimates scope of work and oversees less experienced project managers. Handles the most complex projects of the largest magnitude. Responsible for coordination of all project efforts, administrative and technical, to ensure the most efficient and cost-effective execution of assigned projects. Prepares strategic plans for project success. Serves as primary liaison contact with clients to complete projects on schedule, within budget, and with maximum client satisfaction. Actively manages client budgets, schedules, and programs; budget and schedule; project communications and documentation; office administrative tasks; and project team assignments. Estimates fees, determines scope of work, and prepares proposals and contracts on the most complex projects. Provides oversight and monitoring of work of less experienced project managers. May act in a team leader capacity in the absence of the manager.

PROJECT MANAGER

Eight or more years of experience, licensure preferred but not required, professional degree in architecture from an accredited program. Manages multiple small/medium projects, coordinates all aspects of assigned projects, and estimates scope of work. Has full responsibility for managing all aspects of multiple small to midsize projects. Prepares strategic plans for project success. Responsible for the coordination of all project efforts, administrative and technical, to ensure the most efficient and cost-effective execution of assigned projects. Serves as the primary client liaison to bring the schedule, budgets, and scope of work to completion and to the client’s satisfaction. Actively manages client budgets, schedules, and programs; project communications and documentation; office administrative tasks; and project team assignments. Estimates fees, determines scope of work, and prepares proposals and contracts.

Duties are organized around the components of the project process as follows:

Project Definition

• Responsible for gathering leadership to define project
• Work with PIC to set project budget, scope and schedule
• Prepare, collect and consolidate information into Project Journal
• Responsible for completing Client Agreement

Project Planning

• Prepare project schedule/plan – establish processes, schedule, and deliverables
• Identify resources/staffing for each phase or task, and duration
• Develop baseline Project Journal incorporating schedule, staffing and projections
• Responsible for completing consultant agreements

Project Execution

• Provide day-to-day project leadership/mentoring
• Conduct project initiation meetings
• Responsible for maintaining regular project communication (hold regular team discussions/meetings and distribute and file notes) Serve as primary point of communication between Client and Project Team
• Responsible to support the team leadership roles of Design Leader and Document Team Leader, and exercise authority to ensure that design and documentation efforts support the overall project plan (scope, schedule and budget).
• Ensure all project team members are aware of their project role and responsibilities
• Maintain project plan (hours budgeted, and resources needed), and communicate adjustments and needs for staffing to Managing Director at weekly staffing meeting.
• Manage consultant performance and adherence to agreements
• Responsible for periodic review of project documents and inclusion of quality assurance review processes into project plan.
• Responsible to remain an active team leader and contributor throughout construction contract administration phase

Financial Responsibilities:

• Responsible for monthly invoicing consistent with work performed
• Monitor dollars/hours spent to ensure cost of project conforms to project financial parameters.
• Ensure team members are kept aware of the project planned hours vs. actual hours spent and discuss deviations with team in a timely manner
• Track, document and invoice for additional services
• Responsible for monthly update of billing projections, AR, schedule, and project performance
• Responsible to implement plans for correction of performance
• Responsible to act on late payments and get PIC involved when payment issues become chronic.

Project Summarizing

• Responsible for assembly and distribution of required project closeout data
• Responsible to complete and update project data for use by Marketing in future pursuits
• Responsible to conduct client and internal “lessons learned” sessions. Review findings with Project Team and Managing Director. Summarize findings in Project Journal
• File a copy of the completed Project Journal in designated folder.

General

• Prepare and present monthly reports on project progress and performance
• Monitor potential projects and coordinate with Market Sector Leader(s) to exchange information.
• Promote new business opportunities by cultivating existing clients and new client leads.
• Participate in the proposal/interview process with potential clients to secure new business opportunities.
• Support new business development opportunities by providing expert knowledge of building types and management approaches and processes.
• Attend building committee, client, and regulatory agency review and other meetings as necessary or required.
• Author and maintain accurate and complete notes, minutes, project reports of meetings, telecoms and activities. Discuss and distribute such to those involved in the project as necessary.
• Responsible for submittals to local, state and federal agencies. Review project with building inspector, fire marshal, etc.
• Assume special projects and duties as assigned or requested.

Senior Project Manager – Duties and Responsibilities outlined above in addition to those listed below:

• Demonstrated ability to manage complex and multi-phased projects
• May serve as Project Director (overseeing other Project Managers) or PIC (Principal In Charge - if a principal) on assigned projects.
• As PIC, maintain consistent communication with PM on assigned projects to sufficiently familiarize oneself to take over basic PM roles and responsibilities when needed. Perform PIC role as described in Project Leadership Document
• Maintain regular communication with the client to monitor expectations and project team performance.

Education and Experience:

• Bachelor’s Degree in Architecture, or construction related field preferred.
• Experience in project management, preferred within construction or architectural related field
• Experience with supervisory management responsibilities.
• PM: 8+ years of experience
• Sr. PM: 10+ years of experience, 5+ as a PM

Training Requirements (licenses, programs, or certificates):

• Professional Registration preferred.
• Advanced Computer and Information Management Skills (Excel, MS Project, Vision or similar project management programs)

Core Competencies:

Respect & Collaboration

Promotes mutual respect, collaboration and teamwork at all levels. Establishes and nurtures an environment that recognizes, accepts, and embraces diverse backgrounds, strengths, resources and talents of our employees.

Integrity & Ethics

Deals with others in a straightforward and honest manner, is accountable for actions, maintains confidentiality, supports company values, conveys good news and bad.

Adaptability & Flexibility

Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Shows ability to be flexible and resilient.

Growth & Development

Challenges self to continue to grow professionally, continuing to develop skills, and all Core Competencies, to the highest extent possible.

Special Information

Travel to work sites and other offices may be required.

Ability to work overtime.

Available for client issues and communication after hours.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. May be required to work on a job site. While performing the duties on a job site, the employee is frequently exposed to fumes or airborne particles and vibration. The employee is occasionally exposed to a variety of extreme conditions at construction job sites. The noise level in the work environment and job sites is usually loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.

The employee is often required to sit; may be required to climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift or move objects up to 10 pounds and occasionally lift or move objects up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.