Operations Project Manager

Job description

Operations Project Manager

Luxury Home Builder

Jupiter, FL

Position Overview

The Operations Project Manager is a leadership role responsible for overseeing project administration, scheduling, budgeting, and client communication from the office.

This role serves as the primary operational link between the office and the field, ensuring seamless coordination with the Field Project Manager.

The Operations PM is accountable for the project documentation, financial tracking, procurement, and reporting to ensure projects run efficiently, profitably.

Key Responsibilities:

Project Planning & Coordination

" Reviews project plans, specifications, and schedules before construction begins.

" Participate in project launch meeting with Pre-Con Manager, Field PM, President and Vice President.

Ensures a clean hand off from Pre-Con Division to PM Division.

" Working as a team, the Operations PM takes ownership of the master project schedule and budget, while the Field PM oversees field execution.

" Proactively identifies issues that could impact project schedule, budget or quality.

Works in tandem with Field PM for complete and timely resolution.

" Monitors jobsite performance reports from Field PM and provides operational support to quickly address challenges and maintain progress.

" Coordinates and schedules all subcontractors, suppliers, and equipment deliveries to align with project needs.

" Attends weekly PM/Superintendent meetings with Field PM to ensure timely communication regarding project progress, upcoming milestones, and resolve issues

" In collaboration with Field PM, oversees project close-outs and project close-out packages.

Operational Oversight:

" Ensures accurate and consistent use of Buildertrend project management software by all team members.

Ensures all client updates reflect input from both the operations and field perspective.

" Ensures all project documents (client contract, subcontractor agreements, final quotes, permits, etc.) are in place prior to commencement of site work.

" Review vendor invoices and payment applications for accuracy prior to AP department processing, ensuring all contract requirements and documentation are completed before payments are released.

" Generates change order requests from SOW received from Field PM or President.

Obtains all details of CO request and contacts affected subcontractors for formal quote and timeline change, if any.

Obtains CO approval and collaborates with Contract and AR Administrator for billing.

" Has lead responsibility for project budget forecasting and cash flow analysis, reporting regularly to the President.

" Collaborates with Contract Administrator in tracking job costs, progress billings, monitoring project budget versus actual, and budget adjustments as may be required.

" Prepares and maintains forecasting of pending and active projects to assist President in managing project load, scheduling and Superintendent assignments.

" Maintains organized digital and physical project files for uniformity and easy access.

Supervision of Assistant Project Manager:

" Delegates and supervises administrative and procurement functions through the Assistant Project Manager to ensure all documentation, material orders, and vendor communications are accurate and timely.

" Oversees the APM in organization of active client database, digital job folders, specifications, and plans.

" Oversees the APM in securing permits, scheduling inspections, and maintaining current subcontractor COIs in Buildertrend.

" Oversees the APM in providing subcontractors with all approved material specifications relative to their scope of work.

" Oversees the APM in receiving, inspecting and maintaining inventory of materials (plumbing trims, decorative lighting, etc.)

Collaboration with Field Project Manager:

" Participates in regular planning meetings to review project status, upcoming needs, and potential issues.

" Maintains a team approach with the Field PM to support successful project outcomes.

This includes providing Field PM with updated financials, schedules and procurement support, ensuring they have the tools needed to

focus on field execution.

" In collaboration with Field PM, proactively identifies punch-out items and assigns appropriate team members or subcontractor to resolve.

Communication & Reporting

" Serves as primary point of contact for clients, vendors, and subcontractors regarding schedules, budgets, selections and documentation, while collaborating with the Field PM to communicate construction progress.

Field PM and Superintendents will direct these stakeholders to the Operations PM to ensure clear, consistent and accurate communication.

" Ensures clear, consistent communication between office and field teams to quickly address challenges and maintain progress.

" Maintains strong and successful team partnership with Field PM to enhance productivity, accuracy and timeliness.

" Fosters a collaborative environment between all stakeholders to ensure successful project outcomes.

" Immediately reports any schedule deviations, potential risks, or cost impacts to the President.

Qualifications

" Minimum 5-7 years project management experience in residential construction, with proven expertise in scheduling, budgeting and contract administration.

" Strong proficiency with construction accounting, job costing, and budget-to-actual tracking.

QuickBooks Online experience required.

" Exceptional organizational skills and attention to detail with the ability to manage multiple projects simultaneously.

" Client-focused communication style, capable of maintaining professionalism and discretion with high-end clientele.

" Solid Knowledge of residential building codes, methods, and materials.

" Ability to read and interpret blueprints, specifications, and schedules.

" Must be able to effectively and professionally collaborate with other team members as listed below.

Qualifications Continued:

" Excellent problem-solving, time management and communication abilities.

" Proficient in construction management software (Buildertrend experience a plus).

" Proficient in MS Office, Excel, Bluebeam, Adobe.

Working Conditions

" Full-time, Monday Friday, 7:30 a.m. to 4:30 p.m.

" Position is primarily office-based, with occasional site visits as needed to support coordination and client walkthroughs.

Required Skill Profession

Management