Project Manager | Contractual Role

Key Responsibilities by Phase

The scope of work breaks down the Project Manager’s responsibilities across the project timeline, from pre-construction in 2025 through each annual refurbishment phase and final closeout. Below is a phase-by-phase review of these responsibilities:

Pre-Construction & Mock-Up (2025)

· Mock-Up Room Delivery: Oversee the construction and delivery of a prototype refurbished guest room. This includes validating the design in a real room setting, verifying the bill of quantities (BOQ), and obtaining sign-offs from key stakeholders (ownership). The mock-up room serves as a critical test case to refine design details and quality standards before full rollout.

· Approvals & Permits: Coordinate and secure all necessary approvals for the mock-up and overall design from hotel ownership and local authorities. Early stakeholder approval helps ensure the design meets regulatory requirements, preventing costly changes later.

· Master Schedule & Phasing Plan: Develop a comprehensive master schedule that outlines the timeline for each phase (2026–2029) and the strategy for phasing the work. This plan should detail how 46 rooms per phase will be taken out of service, renovated, and returned to operation each year, timed to the summer low season.

· Project Controls Setup: Establish project management controls and protocols, including formats for progress reporting, cost tracking systems, and a risk management framework. This ensures that once execution begins, there is a clear structure for monitoring progress, budget, risks, and quality. Proper controls and communication are fundamental to keeping such a multi-phase project on track.

Annual Refurbishment Phases (2026–2029)

For each year’s refurbishment phase (roughly May–August of 2026, 2027, 2028, and 2029), the Project Manager will:

· Tendering and Procurement: Manage the tender process for selecting contractors and suppliers for that year’s phase. This includes preparing tender documents, evaluating bids, and coordinating contract awards in alignment with the overall budget and schedule.

· Construction Oversight: Supervise on-site activities for the demolition and refurbishment of the rooms and corridors in scope for that phase. The PM ensures contractors adhere to the design specifications and quality standards for all finishes, furniture, fixtures, and equipment (FF&E) and operating supplies & equipment (OS&E) installations.

· Stakeholder Coordination: Liaise closely with the hotel’s operations management to coordinate construction work with ongoing hotel activities. This may involve scheduling noisy work at off-peak hours, isolating work areas, and providing clear communication to staff and guests about renovation zones. The aim is to safeguard the guest experience by minimizing visibility and impact of the works.

· Health, Safety, and Environment (HSE) Compliance: Enforce strict compliance with HSE standards and local regulations on-site. The Project Manager conducts regular safety audits and ensures that contractors follow safety protocols to protect workers, guests, and staff during construction.

· Progress Meetings & Reporting: Hold regular site meetings with contractors and the project team to review progress, address issues, and update stakeholders. The PM will provide monthly progress reports to ownership/management, detailing schedule status, budget updates, risk items, and quality control metrics.

· Quality Control & Snagging: As each phase nears completion, manage the snagging (punch-list) process to identify and rectify any defects or incomplete work. The PM will ensure all snags are addressed promptly so that rooms are fully operational by the planned handover date. Quality control inspections are done throughout to achieve a high level of finish consistent with brand standards.

Handover & Reopening (End of Each Phase)

· Deep Cleaning & Preparation: Once construction work in a phase is finished, coordinate a thorough deep cleaning of the renovated rooms and corridors to meet hotel hygiene standards before guests re-enter those areas.

· Final Inspections: Conduct final walkthroughs with the design team, ownership, and hotel management to certify that the renovated rooms meet all requirements. Any last-minute issues are recorded and resolved.

· Staged Reopening: Plan the handover of refurbished rooms back to hotel operations in stages, ensuring the hotel team is ready to service those rooms. The PM will verify that all systems (HVAC, plumbing, electrical, etc.) in the rooms are functioning and that staff are familiar with any new installations or equipment.

· Documentation & Training: Compile handover documentation for each phase, including as-built drawings, warranties for new equipment/finishes, and maintenance requirements. The PM will also brief or train the hotel’s operations/facilities team on the new features or materials (for example, demonstrating how to operate new in-room technology or maintain new finishes).

Each annual phase concludes with a formal handover report, documenting the completion of that phase’s scope, closure of all snags, and confirmation that rooms are ready for use. This structured closeout each year ensures there is no carry-over of unresolved issues into the next phase, maintaining momentum and clarity.

Project Closeout (2029 Final Phase)

After the fourth phase in 2029, the Project Manager’s role focuses on wrapping up the entire multi-year project:

· Consolidate Warranties and O&M Manuals: Gather and organize all warranty certificates and operations & maintenance (O&M) manuals for the equipment, systems, and materials installed over the four phases. A consolidated warranty and O&M package are delivered to the hotel owner/facilities team to support long-term maintenance.

· Final Completion & Defects Resolution: Oversee the final completion process, ensuring any lingering defects from the 2029 phase or previously latent issues are resolved within the defect liability period. The PM coordinates with contractors for any necessary callback work during the warranty period.

· Project Review and Lessons Learned: Deliver a comprehensive final project report to the ownership. This report would summarize the entire project’s outcomes, including schedule and budget performance across all phases, key challenges encountered, and lessons learned. Capturing lessons learned is important for continuous improvement in future projects.

· Relaunch Support: Assist with the hotel’s relaunch initiatives. By 2029, once all rooms are refurbished, the hotel may plan a marketing campaign or event to reintroduce the upgraded property. The Project Manager supports these activities by ensuring the physical product (rooms and facilities) is fully ready and by providing any technical input needed during marketing (e.g., highlighting new features or sustainability upgrades). Coordination with the hotel’s operational and marketing teams here helps leverage the renovation as a brand-building opportunity after years of investment.

Deliverables

The scope of work clearly specifies several key deliverables that the Project Manager must provide throughout the project:

· Master Schedule and Phasing Plan: A detailed timeline for the entire project (2025–2029) including each phase’s start/end dates, milestones (e.g., mock-up completion, phase start, phase handover), and critical path activities.

· Mock-Up Room Package: Documentation and approval package for the 2025 mock-up room, including design drawings/specifications, finish samples, sign-off forms from stakeholders (owner and brand), and any variance reports (if the mock-up revealed needed changes to the initial design/BOQ).

· Monthly Progress Reports: During active refurbishment phases, monthly reports covering progress against schedule, budget expenditure vs. budget plan, key risks and issues (with mitigation actions), and quality/safety metrics. These reports keep the owner and stakeholders informed and provide transparency on how the project is tracking.

· Annual Handover Reports: At the end of each yearly phase, a report documenting that phase’s completion. It should include the list of completed rooms/areas, confirmation of snagging item closure, compliance certificates obtained, updated financials (final cost for that phase), and any phase-specific observations for future phases.

· Final Project Closeout Report: At project completion in 2029, a comprehensive closeout report compiling the outcomes of all phases. It will highlight overall budget vs. actual costs, total project duration vs. initial schedule, all key learnings, and confirmation that all contractual obligations have been met by contractors (including warranties and manuals delivered).

These deliverables ensure accountability and a record of the project’s evolution. Regular reporting and documentation are vital in a multi-year project to maintain continuity and stakeholder confidence, especially given the likely changes in personnel or conditions over time.

Job Type: Contract
Contract length: 24 months