Program Manager

Location: Boston, MA

Project Manager / Senior Project Manager

Job Summary

The Project Manager (PM) is responsible for overseeing the management and successful completion of assigned projects in Boston, MA. This includes ensuring that projects are delivered within scope, schedule, and budget. The PM provides leadership to the project team and works closely with the Design Leader and Document Team Leader to achieve project goals. They also regularly report to the Managing Director to ensure up-to-date information for decision-making.

The role of Senior Project Manager (Sr. PM) involves increased responsibilities and larger project sizes.

Essential Functions

Senior Project Manager (10+ years experience):

  • Preference for licensure, but not required.
  • Collaborate with project teams to ensure effective project execution, develop strategic plans, and serve as the primary client contact.
  • Estimate the scope of work and provide guidance to less experienced project managers.
  • Manage highly complex projects of significant magnitude.
  • Actively handle client budgets, schedules, programs, communications, and documentation.
  • Estimate fees, define scope of work, and prepare proposals and contracts for the most complex projects.
  • Oversee and supervise less experienced project managers.
  • Assume team leader responsibilities when the manager is absent.

Project Manager (8+ years experience):

  • Preference for licensure, but not required.
  • Manage multiple small to medium projects, overseeing all aspects and estimating the scope of work.
  • Take full responsibility for managing all aspects of multiple small to midsize projects.
  • Create strategic plans to ensure project success.
  • Act as the main point of contact for clients, ensuring that schedules, budgets, and scope of work are completed to their satisfaction.
  • Manage client budgets, schedules, programs, communications, and documentation.
  • Estimate fees, define scope of work, and prepare proposals and contracts.

Duties and Responsibilities

Project Definition:

  • Collaborate with leadership to define project requirements.
  • Work with the Principal in Charge (PIC) to establish project budget, scope, and schedule.
  • Collect and consolidate information into the Project Journal.
  • Complete Client Agreement.

Project Planning:

  • Create project schedule and plan, establish processes, and identify deliverables.
  • Allocate resources and staffing for each phase or task.
  • Develop a baseline Project Journal that incorporates schedule, staffing, and projections.
  • Complete consultant agreements.

Project Execution:

  • Provide day-to-day project leadership and mentoring.
  • Facilitate project initiation meetings.
  • Maintain regular project communication, such as team discussions and meetings, and distribute meeting notes.
  • Serve as the primary point of communication between the client and the Project Team.
  • Support the roles of Design Leader and Document Team Leader to ensure alignment with project goals.
  • Ensure that all project team members understand their roles and responsibilities.
  • Monitor the project plan, communicate staffing needs, and make adjustments as necessary.
  • Manage consultant performance and adherence to agreements.
  • Periodically review project documents and implement quality assurance review processes.
  • Continue to contribute as a team leader during the construction contract administration phase.

Financial Responsibilities:

  • Ensure monthly invoicing aligns with work performed.
  • Monitor project costs to ensure they conform to financial parameters.
  • Keep team members informed about planned hours versus actual hours and address any deviations promptly.
  • Track additional services and invoice accordingly.
  • Provide monthly updates on billing projections, accounts receivable, schedule, and project performance.
  • Develop plans to address performance issues.
  • Involve the PIC in addressing chronic payment issues.

Project Summarizing:

  • Compile and distribute required project closeout data.
  • Update project data for use in future marketing pursuits.
  • Conduct lessons learned sessions with clients and internal teams. Share findings with the Project Team and Managing Director. Summarize findings in the Project Journal.
  • File a copy of the completed Project Journal in the designated folder.

General:

  • Prepare and present monthly reports on project progress and performance.
  • Monitor potential projects and communicate with Market Sector Leaders to exchange information.
  • Cultivate existing clients and pursue leads to generate new business opportunities.
  • Participate in proposal and interview processes with potential clients to secure new business.
  • Support new business development by offering expertise in building types and management approaches.
  • Attend relevant meetings, such as building committee, client, and regulatory agency reviews.
  • Maintain accurate and complete records of meetings, teleconferences, and activities. Share and distribute as necessary.
  • Handle submittals to local, state, and federal agencies. Meet with building inspectors and fire marshals as needed.
  • Take on special projects and duties as assigned or requested.

Senior Project Manager Additional Responsibilities:

  • Demonstrate the ability to manage complex and multi-phased projects.
  • May serve as Project Director overseeing other Project Managers or act as the Principal in Charge (PIC) on assigned projects.
  • Maintain regular communication with PMs on assigned projects, familiarizing oneself with their roles and responsibilities to provide support when needed. Fulfill PIC role as described in Project Leadership Document.
  • Regularly communicate with the client to monitor expectations and evaluate project team performance.

Job Requirements and Qualifications

Education and Experience:

  • Bachelor's degree in Architecture or a construction-related field preferred.
  • Experience in project management, preferably in the construction or architectural field.
  • Supervisory management experience.
  • PM: 8+ years of experience.
  • Sr. PM: 10+ years of experience, including 5+ years as a PM.

Training Requirements (Licenses, Programs, or Certificates):

  • Professional Registration preferred.
  • Advanced computer and information management skills (Excel, MS Project, Vision, or similar project management programs).
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