Project Manager Specialist

Roles and responsibilities

As an Assistant Project Manager for Building and Properties Projects, you will play a crucial role in supporting the Project Manager to ensure the successful planning, execution, and completion of building projects. You will assist in coordinating project elements, including budgeting, scheduling, compliance, and team management. This role requires a combination of technical knowledge, communication skills, and attention to detail.

Responsibilities:

• Assist the Project Manager in the planning and execution of building projects.
• Coordinate and communicate project statuses with stakeholders, including clients, contractors, and team members.
• Help manage project budgets, including tracking expenses and ensuring projects remain within financial limits.
• Participate in the scheduling of project timelines and milestones, ensuring timely completion.
• Facilitate meetings, prepare meeting minutes, and distribute communications to the project team and stakeholders.
• Monitor and report on project progress, addressing any issues that arise and proposing solutions.
• Support the procurement process by coordinating with suppliers and contractors.
• Assist in quality control procedures to ensure the quality of work meets or exceeds standards.
• Contribute to risk management processes to identify and mitigate potential risks to project success.
• Prepare Subconsultancy agreements and project briefing sheets
• Supports Project Manager in assessing, mitigating and managing risks connected with design.
• Assists with chairing meetings, writing reports; takes and distributes meeting notes.
• Performs other responsibilities associated with this position as may be appropriate.

Desired candidate profile

1. Project Coordination and Administration

• Scheduling and Planning: Assist in creating project timelines, schedules, and work plans, ensuring that deadlines are met.
• Document Control: Maintaining and organizing project documentation such as contracts, permits, progress reports, and invoices. Ensuring documents are up to date and accessible.
• Project Tracking: Help monitor project progress, ensuring milestones are achieved, and reporting any delays or issues to the Project Manager.
• Risk Management: Identifying potential risks or issues in the project and working with the project manager to mitigate them.

2. Communication and Stakeholder Management

• Team Communication: Facilitate communication between team members, subcontractors, clients, and vendors to ensure everyone is informed of project updates, requirements, and changes.
• Client Interaction: Communicating with clients to provide updates, clarify expectations, and resolve any concerns related to the project.
• Meeting Coordination: Scheduling and organizing project meetings, preparing agendas, and documenting meeting minutes for future reference.

3. Project Documentation and Reporting

• Report Preparation: Assisting in the preparation of progress reports, financial reports, and other project-related documents for clients and stakeholders.
• Compliance Documentation: Ensuring that all necessary compliance documentation, such as safety reports and quality assurance documents, are completed and submitted.
• Change Orders: Managing project change orders and ensuring that any deviations from the original plan are properly documented and approved.

4. Financial Management

• Budgeting and Cost Control: Assisting the project manager in monitoring project budgets, tracking expenditures, and ensuring that the project remains within financial constraints.
• Procurement and Purchasing: Helping in the procurement process for materials, equipment, and subcontractor services required for the project.
• Invoice Management: Tracking invoices and payments for subcontractors, suppliers, and vendors to ensure accurate and timely payment processing.

5. Site and Resource Management

• On-Site Support: Providing support to the project team at the construction site, ensuring safety procedures are followed, and helping resolve on-site issues.
• Resource Allocation: Assisting in managing resources, including labor, materials, and equipment, to ensure their availability when needed.
• Quality Assurance: Monitoring quality control processes to ensure work meets the required standards and specifications.

6. Problem-Solving and Decision-Making

• Issue Resolution: Identifying problems and helping find solutions to keep the project on track, such as managing delays, supply chain issues, or technical challenges.
• Decision Support: Supporting the project manager in making informed decisions, particularly when it comes to cost, resources, or scheduling.