Project Manager

Kw-Property-Management-; DeLand (FL); On-site; USD 80,000 - 120,000; Full time

Job summary

KW Property Management & Consulting is seeking a Project Manager to support planning, coordination, and execution of capital improvement, maintenance, and restoration projects across properties. The role ensures projects are organized, documented, and progressing efficiently while coordinating with vendors, contractors, engineers, residents, and internal teams.

Ideal candidates are detail-oriented, proactive, and comfortable managing schedules, documenting progress, and preparing reports and

Responsibilities

• Prepare Request for Proposals (RFP) and evaluate contractor proposals.
• Organize and manage weekly meetings with contractors, vendors, engineers, and management.
• Maintain project documentation and status reports.
• Identify risks and coordinate resolution with the Association and contractors.
• Coordinate and schedule meetings to address requirements in a timely and cost-effective manner.

Job description

The Project Manager supports the planning, coordination, and execution of capital improvement projects, maintenance initiatives, and restoration work throughout the property. This role ensures projects are organized, documented, communicated, and progressing efficiently. The ideal candidate is detail-oriented, proactive, and comfortable interacting with vendors, contractors, engineers, residents, internal team members and support onsite Property Manager with operation duties.

KWPM Culture

As a team member of KW PROPERTY MANAGEMENT & CONSULTING, you are expected to understand and support the mission statement of the company and practice our GREAT values every day. These values include but are not limited to greeting and smiling; showing respect with name recognition and eye contact; accepting the empowerment to exceed everyone's expectations and showing enthusiasm for your position and duties; being accountable to show a positive attitude and accountable for your actions; and be trustworthy in your duties and transparent in everything you do. These are our GREAT values and are part of your work practices and expected as part of your daily activities while working at KW Property Management and Consulting.

Duties and Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Communication, Reporting, Documentation and other Duties:

• Prepare Request for Proposals (RFP), Review and evaluate contractor proposals; summarize evaluation and present recommendations to Property Manager for contractor/vendor selection, negotiate and finalize agreement.
• Irrigation and Pump experienceis required.
• Organize and manage weekly meetings between contractors, vendors, engineers, and management representatives.
• Document progress of projects with status reports, identify, document, and coordinate resolution of critical issues.
• Coordinate and regularly schedule meetings with the contractors, vendors, engineer, and various consultants to assure that the Association’s requirements are being addressed in a timely and cost-effective manner.
• Weekly status report should include (at minimum):
• Activity completed
• Planned activity
• Schedule variance
• Budget variance
• Escalated risk and/or issues
• Milestone progress

Prepare project-related correspondence, documentation, and other information for distribution to the Association, manager, and other stakeholders.

• Attend all required Teams and conference call meetings.
• Request and secure all operating manuals, warranties, and any other relevant project documentation.
• Maintain project related documentation through proper knowledge management system (e.g., Shared drive) with organized document taxonomy
• Prepare and distribute project-related correspondence, documentation, and other information between Association and Contractors.
• Proactively identify risks and issues, prepare mitigation strategies, and recommend possible recourse action to Association.
• Responds to phone calls and correspondence in a timely, professional manner.

Risk and Issue Management

• Maintain project risk and issue log. At a minimum, the log should contain:
• Date
• Risk/issue category
• Handling strategy (e.g., accept, avoid, mitigate)
• Action
• Assigned Owner
• Review risk and issue log with contractors and vendors at weekly meetings.
• Accountable for overseeing contractors’/vendors’ performance to the standards demanded and monitor for timely completion.
• Accompany the engineers in the preparation of the final punch list. Candidate will interface with the design professionals and general contractor to secure the completion of all open issues.
• Proactively identify potential problems and recommend appropriate handling strategy to Association.

Procurement and Contract Management

• As needed, establish short-list of contractors/vendors to be interviewed, document requirements, service-level agreements, establish selection procedures, manage solicitation process, and interview candidate firms.
• Prepare Request for Proposals (RFP), Review and evaluate contractor proposals; summarize evaluation and present recommendations to Property Manager for contractor/vendor selection, negotiate and finalize agreement.
• Supervise project meeting procedures including request for information (RFI) meetings and the contractor's weekly reporting format.

Project Integration and Schedule Management

• Establish a master project schedule. Develop an integrated project schedule, which should include at a minimum:

Tasks

Responsibility

Milestones

• Confirm the project schedule with the general contractor, vendor and monitor the schedule as work progresses. Maintain updates to the project schedule on a weekly basis.
• Identify the critical path of the integrated project plan. Monitor the critical path progress, keeping track of major milestones and their impact on the completion of the project.

Budget Management

• Maintain master project budget and master project cost report tracker.
• Audit the contractor's budget and negotiate revisions as required with Property manager oversite.