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Lead Project Coordinator

2 months ago

Los Angeles, California, United States Suffolk Construction Full time

About Suffolk Construction

Suffolk Construction is a prominent national firm that excels in building, innovating, and investing. As a comprehensive enterprise, Suffolk delivers value throughout the entire project lifecycle by integrating its core construction management services with specialized service lines, including real estate capital investment, design, self-perform construction services, technology start-up investment (Suffolk Technologies), and innovation research and development.

Recognized as America's Contractor, Suffolk operates with over $5.0 billion in annual revenue and employs 2,600 professionals across various locations. The company manages some of the most intricate and sophisticated projects nationwide, catering to clients in diverse sectors such as healthcare, life sciences, education, gaming, transportation, government, mission-critical operations, and commercial ventures. Suffolk is privately owned and led by its founder, chairman, and CEO, John Fish. The firm is ranked #8 on ENR's list of "Top CM-at-Risk Contractors." For further information, please visit our website.

Position Overview

The Senior Project Manager is accountable for comprehensive project administration, encompassing all contractual obligations, agreements with trade partners, purchase orders, and risk management strategies. This role also involves overseeing general work performance, quality assurance, and the overall progress of the team in alignment with the project plan.

Key Responsibilities

Budget Management:

  • Generate detailed forecasts of Cost-to-Complete to identify potential risks.
  • Utilize Oracle in conjunction with Expedition to pinpoint exposures effectively.
  • Ensure the project team monitors costs associated with field directives and back charges for accurate forecasting.
  • Conduct thorough analyses of line-item exposures, especially for unit price contracts.
  • Adhere to the Forecasting Calendar for timely completion of forecasts.
  • Educate team members on Standard Operating Procedures for budget updates.

Change Order Oversight:

  • Mandate the project team to fully leverage Expedition for tracking all Proposed Change Order (PCO) items.
  • Provide the Owner with current status reports regarding changes.
  • Ensure the project team submits a monthly Owner Change Order (OCO) to expedite the resolution of PCO issues.
  • Work towards recovering all legitimate general contractor costs related to Owner changes.
  • Monitor the status of all Contract Allowances in Expedition and submit Change Order Requests (COR) as necessary.
  • Require the project team to document all field directives and back charges in Expedition for timely processing.

Project Closure:

  • Develop an effective Close-out Plan early in the project, including the early collection and review of contract close-out documents.
  • Implement the Noncompliance Reporting System.
  • Utilize the Work List System to manage and organize the completion of project phases.
  • Employ the Completion-Compliance-Quality Form (CCQ) process for project closure.

Owner/Subcontractor Payment Process:

  • Ensure the project team secures approval for completed pay requisitions from the Owner by the first of each month.
  • Create an effective Schedule of Values.
  • Establish a systematic process for collecting payments within 30 days and ensure timely payments to subcontractors.
  • Review Hold Reports prior to payment to address any deficiency issues promptly.

Cash Flow Management:

  • Consistently oversee the project's cash flow to maintain fiscal responsibility.
  • Develop a robust Schedule of Values to support a healthy cash flow position.
  • Review initial Schedule of Values from subcontractors to prevent overpayment.
  • Examine subcontractor requisitions to avoid payment of unsigned or unfunded Change Orders.
  • Update the cash model for the Owner to mitigate surprises.
  • Provide accurate percent complete projections to support financial management processes.

Meeting Coordination:

  • Establish a structured meeting schedule for the project team to facilitate effective communication and problem-solving.
  • Follow the SOP for focused meetings, including PM/PE, OAC's, subcontractor meetings, and coordination sessions.

Contract Documentation:

  • Ensure the project team compiles and maintains all project logs (Cash Management, Change Management, Noncompliance, Buy-Schedule, Contracts, Procurement, Submittals, RFI's, Safety, Hold Reports, Construction Schedule, Work Lists) and reviews them periodically for accuracy.
  • Conduct monthly focus meetings to assess the maintenance of these logs and identify potential issues.

Subcontractor Relations:

  • Adopt a "Firm but Fair" approach to foster relationships with subcontractors.
  • Encourage an organized and professional environment with subcontractors.
  • Address performance issues with subcontractors promptly to prevent delays and impacts.

Purchasing Process:

  • Collaborate with the project team, including superintendents and estimators, to produce clear and accurate Scopes of Work.
  • Administer a well-structured purchasing process to avoid last-minute material purchases.
  • Recognize the importance of timely buy-out and mobilize resources to meet the buy schedule.

Schedule Oversight:

  • Lead the Superintendent in creating a clear and accurate baseline Contract Schedule.
  • Monitor events and changes in the schedule to manage and prevent delays.
  • Guide the project team to focus on critical path issues to avoid non-excusable delays.
  • Manage and distribute an organized Monthly Updating Process in line with company SOP.
  • Provide the Owner with written monthly updates of the Contract Schedule as required.
  • Take decisive action with subcontractors affecting the schedule.
  • Assist in developing a buy-out and procurement schedule and contribute to the monthly schedule narrative.

Risk Management:

  • Complete the buy-out process to ensure timely workflow and prevent budget issues.
  • Issue timely notices to the Owner and subcontractors.
  • Secure CCD authorizations before implementing changes.
  • Act promptly when a subcontractor's performance may impact the project.
  • Complete the submittal and coordination process within 180 days.
  • Educate the project team on risk management practices.

Owner Engagement:

  • Establish a trusting and professional relationship with the Owner.
  • Keep the Owner informed of significant matters to avoid surprises.
  • Aim to secure a strong letter of recommendation from the Owner.

Quality Assurance:

  • Lead the implementation of the Quality Management Program on the project.
  • Collaborate with the project team to utilize First Delivery and Quality Benchmark Inspections.
  • Implement the Nonconformance Reporting System to manage work deficiencies.
  • Require the use of mock-ups to set quality expectations as outlined in the Quality Management Program.

Qualifications

  • Bachelor's degree in a relevant field and a minimum of 10 years of experience in project management.
  • Demonstrated business acumen with a track record of achieving profitability and strong project close-outs.
  • Ability to analyze and execute financial trade-offs amidst incomplete data.
  • Proficient in multitasking and managing competing priorities effectively.
  • Strong problem-solving skills with the ability to take decisive action.
  • Excellent leadership and communication skills, capable of resolving conflicts in a constructive manner.
  • Alignment with Suffolk's Core Values: Passion, Integrity, Hard Work, Professionalism, and Caring.

Compensation

The estimated compensation range for this position is a base salary of $160,000 - $210,000, determined by various factors including experience and qualifications.