Commercial Project Manager

Integral Building Systems, Inc; Madison (WI); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Flexible PTO

401(k) with company match

Health Insurance

Dental Insurance

Life Insurance

STD/AD&D/LTD

Vision Insurance

Job summary

Integral Building Systems, Inc in Madison, WI is seeking a proactive Project Administrator to coordinate resources, schedules and communications for multiple projects. You will manage bid specs, submittals and change orders while leading project meetings with sales and operations teams.

Successful candidates will have 5+ years in project administration, strong MS Office skills, and a proven ability to prioritize, multitask and maintain strict budgets and timelines.

Qualifications

• Minimum 5 years of experience in project administration.
• Proficient with Microsoft Office Suite including Excel, Word, Outlook, Visio and Project.
• Excellent organizational and attention to detail.
• Strong communication and customer service skills.
• Ability to coordinate with vendors, sales, electricians, contractors, technicians and customers.
• Understanding of low voltage systems and construction industry.
• Knowledge of lean principles and continuous process improvement.
• Ability to plan and organize team efforts and multi-task.
• Willingness to travel to project sites as needed.

Responsibilities

• Project management for all service offerings.
• Organize jobs in OneNote & shared drive to project standards.
• Review bids, quotes, plans to ensure successful installation.
• Schedule pre-project meetings with salesperson and lead technician when needed.
• Develop and maintain a work breakdown for each project.
• Document licenses, serial numbers and MACs.
• Prepare submittals, fire submittals and related O&M documents.
• Coordinate and lead project meetings; ensure actions are followed up.
• Schedule walkthroughs and facilitate internal communications between ops and sales.
• Ensure parts, notes and plans are organized for techs; file closeouts with Office Manager.
• Oversee ordering to maintain project schedules and monitor material deliveries.
• Communicate with customers about changes, schedule moves and follow-ups.
• Manage email inbox for external/internal customers; respond promptly.
• Coordinate invoices for subcontractors and manage Change Orders.
• Support pricing projects (AIA) and ensure correct billing.
• Utilize startup/closeout documents and provide system support as needed.

Skills

Project administration experience

Organizational skills

Communication skills

Team coordination

Time management

Leadership

Budget awareness

Client management

Problem solving

Ability to travel

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Visio

Microsoft Project

Job description

The Role: To coordinate activities, resources, labor, equipment and information for all projects. He/she needs to make sure our customers are happy with our service, communication, and products. They will develop and managing the changing project schedule, making certain that all potential conflicts are discussed, resolved, and communicated with the sales and operations team. This person always needs to be on top of their game because many people rely on their direction and leadership.

Skills and Specifications

• Minimum 5 years of experience in project administration.
• Proficient in full Microsoft Office Suite, including Excel, Word, Outlook (calendars), Visio and Project.
• Excellent organizational skills, including great attention to detail.
• Excellent communication skills and customer service skills regardless of the situation.
• Ability to effectively communicate and coordinate with various roles within the industry including but not limited to: vendors, salespeople, electricians, general contractors, technicians, customers, and other internal employees.
• Understanding of low voltage systems and standards and an understanding of the construction industry.
• Understanding of continuous process improvement and lean principles.
• Ability to plan and organize a team effort.
• Ability to multi-task and re-prioritize ones’ day as issues arise to avoid disrupting the team’s workflow.
• Good client management and goodwill building ability.
• Capacity to motivate, lead and boost morale of the teams.
• Able to accept responsibility and learn from mistakes.
• Effective time management and logical decision-making ability.
• Capacity to handle pressure and thrive from it.
• Willingness to travel to the project sites when needed.
• Strong focus on quality.
• Team mentality.
• Project accounting functions including managing the budget, tracking of team expenses and minimizing exposure and risk in the project.
• Maintain strict adherence to the budgetary guidelines, quality and safety standards.

Responsibilities

• Project management for all service offerings.
• Organize jobs in OneNote & shared driver to project standards.
• Read and understand bid specs, quotes, plans and any other supporting documents to ensure execution of a successful install.
• Schedule pre-project meeting in office when appropriate. Time to look through project spreadsheet, prints, other project materials with the salesperson to clear up questions and get an understanding of the project. Sometimes it might make sense to have the lead technician for the project attend as well.
• Develop and maintain a work breakdown for each assigned project.
• Document and track all pertinent licenses, serial numbers and MACs.
• Prepare product submittals, fire submittals and associated O&M’s.
• Coordinate, attend, and lead project meetings as needed. Ensure action items are followed up on.
• Schedule walkthroughs where needed and attend when necessary. Ensure action items are followed up on.Facilitate internal communication between ops and sales (Product changes, order changes/updates, etc.)
• Ensure that parts/notes/plans/prints/etc. for techs are organized and clear.
• Turn in folders and work orders for completed work to Office Manager at least twice a week.
• Oversee the ordering process to ensure project schedules can be maintained.
• Checking in on project’s material daily. Keep a constant eye on deliveries, when we can expect things, etc. Have a general idea of the layout of IBSI warehouse and what material has arrived for projects. Also know what is coming in and when based on ETA emails from suppliers.
• Contacting customers for changes, schedule moves, follow-ups, etc. daily.
• Managing email inbox to ensure external and internal customers are being responded too promptly.
• Schedule and attend program gathering meetings.
• Complete and maintain necessary programming toolkits.
• Coordinate, schedule and approve invoices for various sub-contractors on projects.
• Creation, organization and management of Change Orders. (Gather current pricing, part #'s, etc.) Make sure they get done and processed (billed, ordered, etc.).
• Working closely with Office Manager on special pricing projects (especially AIA) to make sure they get billed correctly.
• Utilize project start up and close out documents and execute on all processes.
• Provide various system support to both customer and technicians when needed.
• Other tasks and duties as assigned

Compensation: Overall compensation varies based on experience level. Starting salary will be based on experience, qualifications, track record and other relevant criteria.

• Flexible PTO
• 401(k) with company match
• Health Insurance
• Dental Insurance
• Life Insurance
• STD/AD&D/LTD
• Vision Insurance