Project Manager - Office Services

POSITION OVERVIEW

As a Project Manager at LJA Facilities, you will be responsible for providing project management for a range of corporate real estate and construction office projects, bringing expertise in project management, real estate, IT, and stakeholder management.

TYPICAL DAY

• Making sure corporate office projects, including new offices, relocations, expansions, and decommissioning, are completed on time and within budget.
• Leading project kickoff meetings with internal teams, consultants, landlords, and trade partners to ensure alignment with the project plan.
• Managing project schedules, tracking planned versus actual start and end dates, and circulating updates to the project team for review.
• Organizing regular coordination meetings and updating the team on the work plan forecast.
• Ensuring project and portfolio progress, including schedule and budget, are analyzed and actionable dashboards are created to optimize project delivery.
• Maintaining continuous engagement with stakeholders, ensuring transparent communication and integration of feedback throughout the project lifecycle.
• Building strong relationships with stakeholders at each location, ensuring projects meet strategic and operational needs.
• Serving as the first point of escalation for project-related issues, providing timely solutions and resolutions.
• Guiding and overseeing the construction schedule with the general contractor from commencement through move-in.
• Reviewing and interpreting construction drawings (architectural, structural, mechanical, and plumbing) to ensure accuracy, compliance with project specifications, and alignment with industry standards.
• Managing the bidding process, including contractor identification, bid package assembly, issuing landlord-required documents, bid leveling, contract review, and awarding contracts.
• Evaluating potential schedule risks and implementing delay recovery plans when necessary.
• Facilitating commissioning with third-party agents for MEP and Fire Protection systems.
• Conducting pre-punch and punch list walks, ensuring that all items are closed out before opening day.
• Ensuring substantial completion is reached, and the office space is fully operational and safe for business functions.
• Identifying, evaluating, and managing vendors through the development of RFPs, contract review, and supervision of services such as electrical, plumbing, HVAC, general contracting, furniture vendors, painters, and vending machine providers.
• Partnership with IT for circuit ordering, AV planning and installation, data cabling, server setup, and equipment disconnect/reconnect.
• Overseeing installation of furniture and final touches, such as whiteboard mounting, artwork installation, and office supply setup.
• Facilitating tenant improvement reimbursement processes, including collecting, maintaining, and assembling packages for landlord submittals.
• Engaging third-party contractors for move coordination, crate provision, physical move assistance, and ancillary tasks to scale operations effectively.
• Receiving, reviewing, and approving vendor invoices for accuracy, ensuring timely payment.
• Aiding in move coordination and managing the move process, including disconnect/reconnect and final office setup.
• Ensuring the physical security of office spaces, including access control management and emergency communication protocols.
• Coordinating with the safety management team to ensure job site safety through the development of JSAs, emergency action plans, disaster recovery procedures, and office safety inspections.
• Ensuring collection of keys, supplies, manuals, warranties, and as-built drawings before opening day.
• Assisting in the final closeout of projects, collaborating with architects and general contractors to collect all necessary documentation.
• Providing thought leadership and leveraging industry best practices to drive continuous improvement initiatives.
• Developing and implementing process and system improvements to raise execution standards.
• Defining metrics and key performance indicators to measure service delivery and performance improvements.
• Maintaining key internal client relationships, facilitating collaboration between the Office Services team and other departments.
• Communicating project updates, outcomes, and key decisions to the project team and stakeholders.
• Maintaining meeting notes and circulating updates as required.
• Mentoring junior team members, providing coaching and professional development to build internal expertise.
• Traveling to each project site at least biweekly, with additional travel and extended hours required during critical phases such as move coordination and office commissioning.

REQUIRED EDUCATION/LICENSE/CERTIFICATIONS

• Bachelor’s degree in Engineering, Architecture, Construction Management, Business Administration, or a related field
• PMP (Project Management Professional) certification preferred

REQUIRED QUALIFICATIONS

• 5+ years of experience in project management, with a focus on architecture or construction
• Proficient in anticipating client needs, thinking strategically, focusing on solutions, and acting proactively or reactively as dictated by the circumstances
• Proficient in using Microsoft Outlook, Microsoft Teams, AutoCAD, ProCore, Microsoft Excel, Microsoft Word, and Project Management software
• Adept in knowledge of IT infrastructure (specifically low voltage, access control, and A/V) and integration in corporate settings
• Knowledgeable about OSHA and general safety
• Skilled in the use of tools to make repairs and perform regular maintenance tasks