Field Project Manager

Ivey Design Build; Town of Florida (NY); On-site; USD 85,000 - 110,000; Full time

Job summary

The Field Project Manager at Ivey Design Build coordinates field and office operations to keep projects on schedule and well-documented. You will organize documentation, schedules, materials, and communications across Operations, Design, Accounting, and Field.

This role ensures accurate progress, timely reporting, and clear accountability from kickoff through closeout, with a focus on efficiency and seamless information flow for clients and vendors.

Qualifications

• Experience coordinating field and office activities.
• Ability to organize large volumes of project documentation.
• Strong communication with operations, design, accounting and field teams.

Responsibilities

• Manage project documents and digital filing systems for each job.
• Track submittals, RFIs, finish schedules, and approvals.
• Prepare meeting agendas and meeting minutes for internal/client meetings.
• Support contracts, purchase orders, and vendor communications.
• Distribute updated drawings and revisions to field teams and vendors.
• Maintain an updated Project Tracker for active jobs.
• Assist in maintaining the master project schedule with the team.
• Update weekly milestone logs and share with the team every Monday.
• Coordinate material delivery tracking and installation timelines.
• Notify operations of schedule changes and potential delays.
• Gather vendor invoices and support draw requests and client billing summaries.
• Collect project updates for weekly and Thursday client reports.
• Maintain open-item lists and responsibilities for each project.
• Provide weekly progress recaps to Operations and field teams.
• Manage day-to-day communications with vendors and consultants.
• Assist QC in maintaining logs and track punch-list items to completion.
• Assemble closeout binders and archive final documentation.

Skills

Project coordination

Documentation control

Schedule management

Vendor communication

Job description

The Field Project Manager supports the Operations team by ensuring all project documentation, schedules, materials, and communications are properly organized, tracked, and executed.

The Field Project Manager acts as the operational link between the office and the field - maintaining structure, consistency, and accountability throughout every project phase.

This role is critical for project efficiency, communication flow, and accuracy of documentation across all teams (Operations, Design, Accounting, and Field).

Key Responsibilities

Project Administration

• Maintain all project documentation and digital filing systems.
• Track submittals, RFIs, finish schedules, and approvals.
• Prepare meeting agendas and minutes for internal and client meetings.
• Support Operations in managing contracts, POs, and vendor communications.
• Ensure all updated drawings and revisions are distributed to field teams and vendors.
• Keep an updated Project Tracker for each active job.

Schedule & Coordination

• Assist Operations in maintaining the master project schedule.
• Update weekly milestone logs and distribute to the team every Monday.
• Coordinate with Design Coordinator for material delivery tracking and installation timelines.
• Communicate schedule changes to the subcontractors.
• Track lead times and notify Operations of potential delays.

Financial & Documentation Support

• Gather vendor invoices, approvals, and submit to Operations for review.
• Track change orders, pending approvals, and cost adjustments.
• Support Operations with draw request documentation and client billing summaries.

Communication & Reporting

• Coordinate weekly meetings between Operations, and Design teams.
• Collect and compile project updates for Thursday Client Reports.
• Maintain a current list of open items and responsibilities for each active project.
• Provide weekly progress recaps to Operations.
• Handle day-to-day communication with vendors and consultants.

Quality & Closeout Support

• Assist Operations and Field Quality Controller in maintaining QC logs.
• Track punch-list items and confirm completion with field teams.
• Assemble closeout binders (finish schedules, warranties, appliance packages).
• Archive final documentation for Operations and Marketing.