Project Manager - Workplace

NELSON is currently seeking a highly motivated and team-oriented Project Manager to join our Workplace Practice. The Project Manager is responsible for balancing the performance and process of multiple projects of varying size and scope. The Project Manager is responsible to advance the opportunities for continued growth in market share, profitability in specific service lines, practice areas and/or local market. Architectural & Design experience within Workplace/Corporate Interiors is required.

Attributes to support the NELSON Culture:  Guiding Principles

• Culture of Transformation: Act as a community to accelerate firm impact
• Dedicated to Progression: A 360 approach to innovation and design
• Enable Engagement: Storytelling that educates and inspires
• Design with Purpose: Sustainable form and function

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

Required Knowledge and Skills:

• Basic knowledge of design, trends, construction methodology, materials application, and manufacturer-supplier appropriateness
• Basic knowledge of design techniques, tools, and principals involved in production of precision technical plans, drawings, and models
• Basic knowledge of sustainability, integrated design, and LEED guidelines
• Ability to “salvage” troubled Clients, accounts, and/or projects
• Knowledge of building codes and regulations, Life Safety codes, building systems, and ADA requirements
• Ability to communicate effectively both verbally, graphically and in writing
• Proficiency in contract administration
• Proficiency to organize, prioritize and effectively meet deadlines and provide high quality service to clients.
• Strong working knowledge in project management/planning software; Deltek Vision or VantagePoint preferred (Project Planning, Contract Management, Resource Management, and more)
• Working knowledge of HubSpot CRM, MS Office, including Word, Excel, Outlook, Project, etc.
• Good understanding of Revit, AutoCAD/Architectural Desktop
• General understanding of NewForma and BlueBeam Revu preferred, but not required
• Good working knowledge of AIA Documents and other contract types
• Good writing skills to develop proposals to Clients with a clear understanding of scope of work and fee
• Basic contract understanding, include terms and conditions, and best practices for contracting with Clients and Consultants

Resource Management:

• Create and maintain project plans in Deltek Project Planning / VantagePoint in support of resource planning and accurate revenue projections
• Meet weekly with the project team to outline and review work progress, schedule adjusting and effectively communicating changes to teams, consultants, and clients as needed
• Participate in local/regional project meetings to review project staffing and resource management
• Ensure all direct reports and project teammates are fully utilized, engaging the use of extended teams whenever possible, and coordinating with other Project Managers and Studio Leaders, as necessary
• Review and approve teammates’ time sheets for accuracy in terms of recording time on the correct project and project phase

Project Delivery:

• Manage and lead the Key Project Management Functions: Fee, Scope, and Schedule for all required projects
• Lead meetings with project team on a regular basis to monitor projects for conformance to project plan, schedules, budgets, and contract
• Course correct project and develop a plan of action if the project deviates from the project plan
• Develop, lead, and communicate expectations for the project to achieve client satisfaction. Partner with (Senior) Architect/Interior Designer to establish both quantitative and qualitative project goals and objectives with the project team and hold the project team accountable for attaining them. Provide actionable project level guidance to Studio Leader and/or Operations Director and/or Business Leader on project status, staffing requirements, and course correction for projects that are not meeting the project plan (Fee, Scope, Schedule)
• Facilitate on boarding of extended teammates to be included in project. Partner with (Senior) Architect/Interior Designer in generating scope of service to be provided by extended teams
• Manage the project contract performance and process, understanding the scope, budget, and quality agreed to by the Client
• Execute the contract in alignment with approved work plans, schedules, and budgets to attain profitability targets to manage and monitor the project life cycle and financial outcome of the project
• Lead or assist the (Senior) Architect/Interior Designer communication with consultants, vendors, and contractors and provide support / confirm they are meeting the project requirements
• Assist (Senior) Architect/Interior Designer in scheduling design and QA/QC reviews at each stage of the project. The architectural review and technical process is established by the QA/QC team which would include Technical Leaders. The Project Manager is to coordinate drawing review according to the QA/QC protocol
• Monitor communication between project team and client to ensure design intent and documentation is within the scope of the contract. If there is a deviation, communicate this to the owner and project team to resolve the deviation
• Contribute to and offer professional opinion to Leadership Team of the firm regarding current projects, staff, client relationships, etc.
• Create (or oversee) and issue project notes for internal team as necessary
• Create (or oversee) and issue project meeting minutes for distribution to Client and/or Consultants as necessary. Complete timesheet daily, confirming accuracy prior to submission
• Complete expense reports timely, confirming accuracy prior to submission
• Review and approve teammates’ time sheets and expenses for accuracy in terms of recording time & expense the correct project and project phase

Technical: 

• Conduct initial review of drawings, documents, proposals, prior to other reviews ensuring accuracy and completeness and compliance with the contract
• Guide teammates in utilizing all NELSON resources within their office, within the team/account, and across the network to deliver quality technical and/or creative design
• Maintain and archive electronic project files
• Partner with Studio Leader to coordinate training for teammates as needed for Revit, MS Office, rendering software, 3D modeling or any other software needs

Financial & Contract Management:

• Develop and lead the creation of scope of work, schedule a fee for new projects
• Create and issue RFP documents for Consultant engagement when necessary
• Effectively negotiate contracts with Clients and Consultants under the guidance of NELSON Legal team and Business/Project Delivery Leader
• Review contracts and legal issues with NELSON's legal department and Business or Project Delivery Leader
• Create and maintain contracts with consultants and Clients, including add services, for the project duration
• Review contracts and legal issue with Nelson's legal department
• Project Manager is responsible for meeting Key Performance Indicators on all projects, including Effective Multiplier, Gross Margin, Profitability, Realization, and Accounts Receivable
• Initiate project set up and input information in to Deltek Vision / VantagePoint using the project planning and project modules
• Manage project using the Deltek Vision / VantagePoint; complete work plans; including identification of Teammate assignments to skill sets, schedule for completion, project budget, consultants, fees, and labor costs as well as project change notices or other actions taking place on the assigned project. Review with your Project Analyst to ensure projects are being set up appropriately
• Manage project invoices and provide draft mark ups monthly within the requested deadline. Review and work with billing team to approve consultant invoices monthly within requested deadlines
• Monitor Client payment status to ensure timely payment from Client. If payment extends beyond contract limits notify Studio Leader and/or Business Leader. Lead the engagement as needed
• Monitor Consultant payments to ensure payments are made within the Contract limits. Communicate with consultants as to the status of payments
• As needed, generate add service agreements for scope of work that is outside of contract. Coordinate fee if required by consultants. Update and maintain within Deltek / VantagePoint

Client Relationship:

• Function as the primary Client contact through all phases of the project
• Maintain positive client relationships throughout project. Keep Client apprised of project progress on regular basis
• Assist Client in obtaining bids and awarding construction contracts if required
• Foster relationships with Clients, Vendors, Brokers, Consultants etc.  and engage with them on a personal level as well as work to gain their confidence

Business Development:

• Participate in marketing and business development opportunities as requested
• Develop work plans, fee proposals and project schedules in response to RFP’s and other opportunities
• Nurture professional relationships with Clients on an ongoing basis to assist with business development for the firm
• Participate as requested in meetings with leadership team to share ideas regarding existing and overall organization, business development opportunities, position in the marketplace, etc.
• Participate in new project interviews to present NELSON capabilities, particularly related to project delivery, as requested

Leadership:

• Inspire a positive team environment
• Encourage communication with all levels of the team
• Support the team. Be approachable, supportive, and encouraging
• Collaborate with other teams when necessary
• Effectively manage Teammates to maintain positive interaction, while ensuring the highest product quality, meeting client expectations on budget and on time
• Participate in interviews and recruiting of professional staff as requested
• Enhance the work and careers of Teammates through continuous training, support, and mentoring including project management, contract understanding, project planning, invoicing, and an understanding of how the project financial goals fit into the overall financial health of the firm
• Work alongside (Senior) Architect/Interior Designer and Studio Leader to schedule teammates, etc. with success; respecting each other’s responsibilities to achieve desired outcomes
• Provide consistent and constructive feedback to Designers, Architects, etc. and assist the (Senior) Architect/Interior Designer and Studio Leader by providing Teammates with opportunities to achieve professional goals
• Contribute as a leader, on an as-needed basis relating to individual performance & development within the project team
• Embrace specific steps to create, develop, and promote a diverse workforce and inclusive environment

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