iLocatum

San Diego, CA

Project Manager

Project Coordinator

Job Summary

The Project Coordinator (PC) is responsible for overseeing and managing the successful execution of assigned projects, focusing on scope, schedule, and budget. The PC will provide leadership to the project team and collaborate with the Design Leader and Document Team Leader to achieve project goals. Communication with the Managing Director is essential to maintain accurate information for decision-making.

The role and project complexity will evolve from PC to Senior Project Coordinator (Sr. PC).

Essential Functions

Senior Project Coordinator:

Experience: Minimum of ten years, professional degree in architecture preferred but not required.
Responsibilities: Coordinates all project efforts for effective execution, develops strategic plans, and serves as the primary client contact. Manages less experienced project coordinators. Oversees the most complex projects of significant scale. Responsible for coordinating all project efforts, both administrative and technical, to ensure efficiency and cost-effectiveness. Develops strategic plans for project success. Manages client budgets, schedules, and programs; project communications and documentation; office administrative tasks; and project team assignments. Accurately estimates fees, determines project scope, and prepares proposals and contracts for highly complex projects. Provides guidance and supervision to less experienced project coordinators. May assume a leadership role in the absence of the manager.

Project Coordinator:

Experience: Minimum of eight years, professional degree in architecture preferred but not required.
Responsibilities: Manages multiple small to medium projects, coordinates all project aspects, and estimates project scope. Has full responsibility for managing all aspects of multiple smaller projects. Develops strategic plans for project success. Serves as the primary client contact to ensure project completion within budget, schedule, and scope. Manages client budgets, schedules, and programs; project communications and documentation; office administrative tasks; and project team assignments. Accurately estimates fees, determines project scope, and prepares proposals and contracts.

Duties and Responsibilities

Project Definition:

  • Gather leadership to outline project objectives.
  • Collaborate with the PC to establish project budget, scope, and schedule.
  • Collect and consolidate information into the Project Journal.
  • Complete Client Agreement.

Project Planning:

  • Prepare project schedule/plan, defining processes, milestones, and deliverables.
  • Assign resources for each project phase or task and determine duration.
  • Develop a baseline Project Journal incorporating schedule, staffing, and projections.
  • Complete consultant agreements.

Project Execution:

  • Provide daily project leadership and mentorship.
  • Conduct project initiation meetings.
  • Maintain regular project communication by holding team discussions/meetings and documenting notes. Act as the primary point of communication between the client and the project team.
  • Support the roles of Design Leader and Document Team Leader, ensuring design and documentation align with the project plan.
  • Ensure all project team members are aware of their roles and responsibilities.
  • Maintain the project plan, communicate adjustments and staffing needs at weekly staffing meetings.
  • Manage consultant performance and adherence to agreements.
  • Periodically review project documents, implementing quality assurance processes.
  • Remain an active team leader throughout the construction contract administration phase.

Financial Responsibilities:

  • Prepare monthly invoices based on work performed.
  • Monitor project cost to ensure compliance with budget.
  • Inform team members of planned vs. actual hours spent and address deviations promptly.
  • Track, document, and invoice for additional services.
  • Provide monthly updates on billing projections, AR, schedule, and project performance.
  • Develop corrective action plans if performance is below expectations.
  • Handle late payments and notify the PC for recurring issues.

Project Summarizing:

  • Compile and distribute necessary project closeout data.
  • Update project data for Marketing purposes.
  • Conduct "lessons learned" sessions with clients and internal teams. Review findings with the Project Team and Managing Director. Summarize in the Project Journal.
  • Keep a copy of the completed Project Journal in the designated folder.

General:

  • Prepare and present monthly reports on project progress and performance.
  • Monitor potential projects, exchanging information with Market Sector Leaders.
  • Promote new business opportunities by cultivating relationships with existing and potential clients.
  • Participate in proposal/interview processes with potential clients to secure new projects.
  • Support new business development by providing expertise in building types and management approaches.
  • Attend building committee, client, and regulatory agency review meetings as needed.
  • Maintain accurate notes, minutes, and project reports, distributing them to relevant stakeholders.
  • Ensure compliance with local, state, and federal agencies' submittal requirements. Collaborate with building inspectors, fire marshals, etc.
  • Take on special projects and duties as assigned or requested.

Additional Responsibilities for Senior Project Coordinator:

  • Demonstrate the ability to manage complex and multi-phased projects.
  • May assume the role of Project Director or Principal In Charge (if a principal) for assigned projects, overseeing other Project Coordinators.
  • If acting as Principal In Charge, maintain sufficient communication with the PC on assigned projects to understand the basic responsibilities in case of need. Fulfill the role of Principal In Charge as outlined in the Project Leadership Document.
  • Regularly communicate with clients to manage expectations and evaluate project team performance.

Job Requirements and Qualifications

Education and Experience:

  • Bachelor's Degree in Architecture or a construction-related field preferred.
  • Experience in project management, preferably in construction or architecture.
  • Experience in supervisory management roles.
  • PM: Minimum 8 years of experience.
  • Sr. PM: Minimum 10 years of experience, with at least 5 years as a PM.

Training Requirements (Licenses, Programs, or Certificates):

  • Professional Registration preferred.
  • Proficiency in advanced computer and information management skills (Excel, MS Project, Vision, or similar project management programs).
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