Documentation Project Manager Jobs in San Ramon, CA

Insidesource DEI Statement

By nurturing a culture where everyone experiences a deep sense of belonging and equity of opportunity, we will uphold our vision to “unleash human and business potential.” We commit to being an anti-ism workplace and embedding diversity, equity, and inclusion throughout our business.

Job Summary

The Project Manager is responsible for leading all aspects of labor scope, scheduling, logistics, and budget management for complex commercial furniture projects. This role combines expertise in project management, construction coordination, and furniture systems to ensure projects remain on schedule, risks are proactively identified and mitigated, and documentation is accurate, timely, and clearly communicated. The Project Manager plays a critical role in delivering exceptional client experiences by effectively coordinating with internal cross-functional teams, clients, and external project stakeholders. Through strong leadership, communication, and execution, the Project Manager ensures projects run smoothly from inception through final completion.

Essential Duties and Responsibilities:

Request for Proposal (RFP) Participation

• Supports RFP responses by analyzing project scope and providing labor quotes, schedules, and other required installation-related documentation.
• Participates in team interviews as a project management and logistics subject matter expert.

Planning

• Participates in project meetings with clients and internal teams (Sales, Sales Support, Design) to develop and track project objectives, scope of work, timelines, and budgets.
• Leverages technical and industry expertise to identify, anticipate, and mitigate project risks impacting quality, schedule, or budget.
• Develops work plans, micro-schedules, and logistics strategies, organizing deliveries based on project parameters, scope, timeline, and customer goals.
• Participates in Owner/Architect/Contractor (OAC) meetings as required.
• Ensures compliance with building requirements by obtaining Certificates of Insurance and coordinating all rules and regulations, site protection, security protocols, and required training.
• Serves as the primary point of contact for project scheduling, logistics, and third-party trade coordination, including architecture and design firms, contractors, cabling vendors, building managers, electricians, movers, client facilities teams, and IT groups.
• Maintains detailed project documentation of key decisions, customer requests, and revisions.
• Provides timely, formal written communication throughout the project lifecycle and disseminates critical information to clients and project teams.
• Reviews furniture plans and specifications prior to installation for accuracy, completeness, and alignment with project scope.

Budget Management

• Collaborates with labor providers to request, review, and finalize labor quotes, time-and-materials work, and associated change orders throughout the project.
• Estimates and tracks Project Management service fees.
• Ensures reporting requirements are met for prevailing wage projects in compliance with DIR/DAS standards.

Site Management

• Completes site surveys to validate conditions, field dimensions, and paths of travel, ensuring furniture can be delivered and installed as planned and fits appropriately per specifications and scope.
• Coordinates field accuracy of power, data, and AV locations with associated trades.
• Conducts and documents furniture inventories as required.
• Performs pre-installation meetings with lead installers and designers to confirm scope, deliverables, and performance standards, including site walks as needed.
• Plans and supervises logistics for product delivery and installation, including work performance, installation administration, and adherence to schedules.
• Oversees jobsite conditions and installation progress, adjusting resources as needed to ensure complete, on-time, and high-quality installation and documentation.

Project Closeout

• Obtains work order sign-offs from clients.
• Closes out all required change orders.
• Conducts, documents, and tracks final punch list items through completion.

Insidesource Core Responsibilities

Supervisory Responsibilities

None

Skills, Knowledge, Experience Required

• 4+ years of project management experience within the commercial furniture dealership industry.
• Knowledge of furniture systems, construction, architecture, or commercial real estate environments.
• Proficiency with Microsoft Office Suite (Word, Outlook, Excel, PowerPoint).
• Experience with, or willingness to become proficient in, project management platforms such as PlanGrid, Dropbox, Smartsheet, Google Docs, or similar tools.
• Strong written and verbal communication, organizational, and analytical skills.
• Proven ability to collaborate effectively with internal teams at all levels, as well as clients and external project stakeholders.
• Demonstrates critical thinking, sound judgment, and effective problem-solving skills.
• Ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.
• Thrives in ambiguity and embraces new challenges with a proactive mindset.
• Takes accountability for client satisfaction and overall project success.
• Willingness to travel to Bay Area offices and job sites, with occasional air travel outside the Bay Area.

The anticipated salary range for this role is $80k - 100k. Actual compensation will be determined based on factors such as experience, skills, qualifications, geographic location, and internal equity.