Senior Project Manager- Certificate of Occupancy

** will be revised before posting

Summary:

The project manager is responsible for managing all tasks outlined below. Your role is pivotal in ensuring effective project management, clear communication, accurate documentation, and successful execution of tasks within the company's guidelines and client expectations.

Responsibilities:

• Represent the company by presenting at board hearings (e.g., Historic, ARB, LPC) for project approval when directed by the Team Lead.
• Review and analyze plans to identify permit and approval requirements.
• Prepare Zoning Due Diligence reports as assigned by the Regional Team Lead.
• Input proposal requests into the appropriate system upon receipt from clients.
• Monitor client requests for additional work and ensure that revised proposals are created to encompass the requested work.
• Generate corresponding project tasks before proceeding with the additional work.
• Monitor projects under construction, transitioning them to close-out status for review and assignment by the Regional Team Lead.
• Oversee project close-out, including the procurement of necessary documentation such as Letters of Completion or Certificates of Occupancy when required by clients.
• Plan, coordinate, and lead project activities to achieve objectives and meet schedules.
• Create and manage project management deliverables, including plans, resource allocation, management reports, risk assessments, and meeting records.
• Serve as the primary contact for clients, updating both internal and external teams on project milestones, such as filings, approvals, permits, and municipality-related updates. Maintain awareness of all team project statuses.
• Review and ensure the accuracy of all documents or electronic submissions directed to municipal agencies, originating from Milrose project teams.
• Complete project deliverables within the designated client timeline.
• Collaborate with Assistant Project Managers (APMs) and Team Leads to meet client project schedules and deliverables.
• Create and update client status reports as needed.
• Extract key points from meetings and communications to generate documents, electronic submissions, and materials for project and reporting purposes.
• Follow the company's standard operating procedures to successfully execute tasks.
• Initiate and follow up on RFIs as needed until the process is completed.
• Communicate critical project milestones to clients and the design team, such as approvals, permits, occupancy requirements, and municipality updates.
• Alert the Production Manager and/or Director about any project-related issues that arise and work towards resolution.
• Track all project stages through the municipality process, from filing to sign-off or occupancy.
• Act as the central point of contact for the project across all internal departments.
• Maintain accurate updates in Kintone regarding receivables, service completions, project information, and other relevant notations.
• Achieve monthly productivity goals set by the Regional Team Lead.
• Attend project meetings and conference calls as required by project schedules or agreements.
• Performs additional duties as needed.

Education and/ or Experience:

• Bachelor’s degree and three to five years of comparable experience preferred.
• Strong communication skills, both oral and written, are a must as are solid listening skills.
• Must be a team player with strong initiative, a desire to learn and able to complete tasks independently on project as directed by Regional Team Lead.
• Must possess strong organizational and problem-solving skills along with the ability to multi-task.
• Must be able to work independently, as a team leader and collaborate with other internal departments.
• Experienced in reading and comprehending engineered drawings.
• Strong capability to research, adapt, interpret, communicate different municipality portals or websites.
• Highly proficient in use of computer with Microsoft Word, creation and editing of Excel, creation of PowerPoint presentations, Outlook, Teams, and Adobe Acrobat skill sets.

Customer Service

• Demonstrate flexibility in satisfying customer demands in a high-volume production environment.
• Maintains the highest levels of customer care while demonstrating a friendly and cooperative attitude either verbally or written communication.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• The employee is occasionally required to sit; stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Expected Hours of Work
This is a full-time position who is regularly scheduled to work at least 40 hours per workweek.

Travel

Travel to client site or municipal agency as expected for this position. Associate may be required to attend meetings at the discretion of management and/or if it is project related.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.