Team Lead

1 month ago

Pasadena, United States Caltech Full time

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

As a member of the project management team in the Facilities Planning, Design and Construction Department, the Team Lead reports to the Executive Director of Planning, Design & Construction.

The Team Lead’s primary responsibility is to manage a project management team who is managing capital improvement projects, annual laboratory renovations, and office renewal projects within the Caltech complex. The Team Lead (TL) position manages client engagement and communication strategies for a specified set of divisions and departments on campus. This position leads a team to deliver projects on budget, on schedule, and in alignment with client and Institute leadership’s goals. The role involves training, team building, conflict resolution, and mentorship of their group. The Team Lead’s project management team works on complex projects for various Divisions and Departments that require thorough knowledge of project management best practices from project inception through project close-out. Responsibilities include managing Project Coordinators, Associate Project Managers, Project Managers, and/or Senior Project Managers as assigned.

This position is classified with an emergency response designation of Essential Reporting. An employee designated as Essential Reporting has essential job skills that are needed for response and recovery and is expected to report to campus as soon as possible.

Essential Job Duties

Duties include, but are not limited to, training, mentoring, team building, managing workflows, communicating complex information clearly and concisely while also inspiring the team with their confidence and enthusiasm. The Team Lead fosters collaboration both within the group and between departments and stakeholders for optimal outcomes. The Team Lead excels in conflict resolution to solve issues and keep team members empowered. TLs conduct comprehensive research on project needs, advise the team and customers on complex project plans, manage the oversight of design and construction of multiple projects, prepare budgets, schedules, and status reports. In addition, this position is responsible for the management of developing and negotiating construction contracts, managing the bidding process, reviewing contract language, making team selections, documentation, reviewing invoices, change orders, commissioning, and the close-out of the projects. The Team Lead must maintain close working relationships with management, Institute clients and outside professionals. The TL builds, reviews, and presents projects for approval to Institute management. This position provides oversight on all projects within their portfolio and cross-collaborates with peers on projects campus-wide.

Team Lead must always be aware of the project objectives and provide a work environment that encourages team members to deliver on those objectives. Responsible for following all safety procedures and maintaining a safe and secure work environment. Monitor progress on each task by providing feedback, providing guidance where necessary, and encouraging team collaboration. Resolve conflicts and comfortably communicate complex and sensitive information. Track team goals and team performance as it relates to budgets, schedules, client engagement and project objectives. Proactively lead by anticipating team needs and mitigate issues before they arise. Act as a liaison between upper management and project staff, and ensure that all tasks are completed efficiently, on time, and within budget.  Support the PDC Planning team to work collaboratively with other Divisions/ Departments in developing project scope and associated project cost related details. Provide guidance and oversight of all necessary documentation in preparation for bidding. Manage the bidding process in collaboration with the Procurement Officer. Negotiate complex design and construction contracts with the Office of General Counsel and Procurement Officer. Provide design and construction administration support coordinating with engineering consultants and in-house staff to review construction documents, submittals, RFIs, and field observation reports. Establish budget estimates and ensure projects are delivered within budget constraints. Develop complete project schedules and ensure that projects are delivered as communicated. Review and approve the design and construction for adherence to Caltech design standards, project specifications, and local and government standards and requirements. Prepare progress and financial reports for all on-going projects. Advise customers on complex project plans; effectively manage customer expectations during the planning, execution, and closure of projects by anticipating challenges and developing contingency plans accordingly. Identify and correct quality issues and program budgets during the different stages of the project. Ensure maintenance of complete and accurate files suitable for audit purposes on all projects. Provide construction support, coordination with contractors, facilities management personnel and customers. Perform other related duties as assigned including Emergency Operation Center Support when required.

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