Senior Project Manager

Job Title: Senior Project Manager

Department: Project Management

Reports to: President

Location: Puerto Rico

Position Purpose:

Senior Project Manager is responsible for managing two or more projects within the constraints of scope, quality, time, and cost, to be delivered to the established specified requirements. Responsibilities will include assessing and managing all aspects of the construction of new and existing retail spaces, through the ‘Feasibility’, ‘Planning & Design’, ‘Construction’, ‘Turnover & Start Up’ phases following industry standard project management techniques. Managing all Project Managers and Project Engineers assigned to his/her Projects

Essential Duties and Responsibilities:

• Ensure all project requirements and/or objectives are properly documented in a Business Case and/or Project Brief, as appropriate, and vigorously pursued
  • Establish or confirm guidelines applicable to the project
  • Ensure timely activity, integration, productivity and efficient use of resources to meet requirements
• Provides input to the requirements in terms of functionality or "usability" of the project
  • Conducts pre-development activities, including site analysis, cost estimates, etc.
• Coordinate with design staff to develop a desirable store design
  • Review construction documents
  • Review and approval for all plans and construction documents at all phases of the projects
  • Coordinate the integration of IT, Security, and Facilities representatives into projects
• Supervises and/or obtains appropriate city, state, county or other permits required for remodeling and new construction projects.

Scope Management: Project Description (Constraints and Assumptions), WBS, Scope Change Control

• Deliver the required ‘product(s)
  • For each project, phase or stage
• Deliver on time and cost within agreed allowed tolerances
• Obtain Document approval, and track all changes in project parameters
• Manage deviations from plans, including realistic forecasts of final target positions

Time Management: Activity sequencing, Activity duration, Schedule development & control.

• Responsible for providing and explaining Job estimations, project activity times, sequencing those activities to optimize the guidance of a project through its life span from concept to product transfer, and using appropriate software and related techniques to do so.
• Produce comprehensive schedules in various formats and detail to suit different users or audiences. Interface the schedule with the project budget
• Analyze validity of schedules submitted by outside parties contributing to the project.
• Coordinate assigned project team members, ensure timely activity, integration and efficient use of time and resources to meet requirements
• Maintain contact with the project's service providers/vendors to ensure timely activity, integration and efficient use of resources to meet requirements
• Establish and update schedules with actuals and forecasts
  • Monitor actual progress, compare to baseline and report progress against schedule. Analyze and report productivity and trends
  • Work with Operations to ensure that they are fully informed of any date changes and other information that will impact store operations. Ensure successfully store turn over to operations on time.
• Forecast the impacts on schedule of proposed changes
• Archive actual schedule achievements for estimating future similar projects
  • Recommend policy or procedural revisions that will improve schedule accomplishment

Cost Management: Cost estimating, Cost Budgeting, Cost Control

• Approve all appropriate project expenditures
• Responsible for developing project estimates/budgets from order-of-magnitude to detailed working estimates/budgets, based on the latest available costing methodology and data, and presenting the results in a work breakdown format suitable for use by the project manager and other departments in the company.
  • Prepare progressive levels of estimate from order-of-magnitude (parametric, top-down) to detailed (bottom-up), based on the latest data available, as appropriate to the current phase of the project
  • Assist the team in developing budget-based work breakdown structures
  • Convert estimates to budgets
  • Assist ‘Management’ in decisions on alternative approaches or methods based on cost information
• Responsible for maintaining cost management records of budgets, expenditures, forecasts and cash flow for two or more projects
  • Maintain cost management records for one or more projects
  • Verify expenditure documents for approval by the project manager
  • Ensure consistency with budget WBS allocations
  • Obtain forecasts-to-complete and cash flow projections
  • Providing regular project cost reports to management including forecast-final-cost and cash flow requirements
  • Prepare forecast update estimates covering work still to be done
  • Make recommendations on application of contingency and reserve funds
  • Prepare baseline cash flow projections, and monitor actual cash flow if requested
• Estimate cost of proposed changes and recommend corresponding budget changes for approval
• Manages the lien process
  • Maintain records of all preliminary liens against OSH
  • Advise on the allocation of expenditures, where doubt exists

Quality Management: Quality policies (standards), Inspections, Quality audits (checklists)

• Maintain contact with stakeholders to ascertain project requirements and/or level of satisfaction with progress and performance
• Ensure quality is achieved as planned
  • Ensure completion of the ‘Punchlist’ (errors & omissions) is timely.
    • Supervises and approves substantial completion and acceptance of warranty work by contractors.
  • Ensure satisfactory transfer of "Care, custody and control" of project upon completion

Communication Management: Project records, Project reports, Distribution, Project closure

• Report to respective stakeholders
• Facilitate communication as appropriate to all involved
• Track & coordinate inspections and report progress of the work
• Visits all construction projects as needed to assure that plans, specifications, codes and regulations are being observed and followed.
• Ensure regular (at least weekly) team/site meetings
• Ensure an agenda is prepared to cover all appropriate ‘Key Success Indicators’
• Minutes for each meeting is published (within 48 hours)
• Escalate decisions and unresolved issues
• Document all obstacles, delays, and claims
• Close all project documentation and archive appropriate records
• Coordinate practical details of the transfer of the care, custody and control of the final product, including assembly and transfer of operational and maintenance documentation

Risk Management: Risk management polices (stakeholders’ tolerances), Project status,

Qualitative Risk analysis (list of risks for additional analysis and management), Quantitative analysis (probability of achieving cost & time objectives), Risk response planning (Contractual agreements; avoidance, transference, mitigation and acceptance), Risk monitoring and control (Periodic project risk reviews, Work around plans, Corrective action)

• Establish appropriate ‘Key Success Indicators’ and manage the trade-offs between scope, quality, time and cost.
• Responsible for examining project uncertainties that may impact on the success of the project, identifying and analyzing the significant risks and recommending proactive workarounds or mitigation strategies should the risks occur
  • Examine risks associated with the work, proposed contracts and major changes, and make recommendations for handling or equitable sharing
    • Conduct qualitative and quantitative analyses using estimation, probability, severity, risk ranking and other appropriate techniques
    • Develop and recommend avoidance and or mitigation strategies
    • Monitor risk responses, residual and compounding risks and document actions and outcomes for future reference
    • Know the project organization, its process and objectives thoroughly for purposes of risk planning
      • Distinguish between those risks that properly belong to the project versus those that should be within others domain
  • Work in cooperation with contractors/LP to prevent theft from job/store sites.
  • Works at all times and in all ways to protect and safeguard the interests of the organization.

Procurement Management: Statements of Work (procurement documents), Solicitation, Proposal evaluation & negotiations, Contract Administration (Contract, Change control system, Performance reporting, Payment system, Contract closeout: formal acceptance and closure)

• Obtain and manage all necessary services and competent staff for the project
  • Search, select and develop a pool of quality, and reliable contractor bases for assigned area to support company's development needs.
  • Responsible for the preparation of RFPs’ and bid specifications for remodeling and new construction projects.
  • Manage the people, work and resources involved
• Approve or recommend all required commitments
  • Reviews and approves for submission bills submitted by building contractors, testing laboratories, architects and consulting engineers, surveying firms and other vendors as the project requires.

Education & Skills Required:

The Project Manager must be goal orientated and action-focused, pragmatic and self-disciplined, good at project planning, organizing, communication, team motivation and delegation. Under limited supervision manage small to large and/or extremely complex projects. Possess a working knowledge of construction and lien laws and be physically fit and able to maneuver around a job site (ex. walking, crawling & climbing). Perform additional tasks as directed and assigned. Available and willing to travel, approximately 25-75% of the time with overnight stays, as well as the availability to be stationed at project sites for extended periods of time. Other required attributes:

• Interpersonal: person-to-person skills, such as communication and motivation
• Excellent verbal and written communication skills are necessary.
• Ability to effectively present information to top management.
• Must be able to comprehend the English language in order to communicate effectively
• Managerial: Skilled in organizing, coordinating, integrating, directing & controlling
• Ability to successfully manage multiple projects simultaneously.
• Responsible: Assumes the duties, assignments, and accountability for results associated with the designated position
• Authoritative: Exercises of the legitimate power given to the Project Manager to use resources and exercise discipline to reach the projects objectives
• Accountable: Answerable for the exercise of authority and performance of one's duties
• Technical: Project management procedural skills such as scheduling, estimating and costing
• Must have a good general knowledge and capability in the discipline(s) and technologies being used or applied to the project to enable strategic and technical choices.
• Requires excellent working knowledge of office and company policies, as well as and construction industry procedures and protocol.
• Technological: All incumbents are expected to be knowledgeable and competent in project work
• Have a good understanding of project management (mastered the arts of asking, observing and listening)
• Skills: Proficient in Microsoft (Word, Project, Outlook & Excel with spreadsheet development).
• Reliable: To perform the required functions consistently under stated conditions
• Proficiency in MS Office/ MS Projex / Procore /Bluebeam
• Bilingual Spanish & English