Senior Project Manager/Senior Tenant Coordinator is an Owner’s representative performing as part of a team that plans, directs, administers, and coordinates the necessary activities of designated projects in collaboration with Company’s Executive Management and the Client to ensure the projects are accomplished within the prescribed time frame and budget and to the Client’s satisfaction.
GENERAL RESPONSIBILITIES: Other duties may be assigned
- Represent the firm with Clients, consultants, business partners and 3rd
- Acts as project liaison between all stakeholders to ensure project progresses on schedule, within budget and to the satisfaction of the company and Client. Communicates with Clients regarding budget, scheduling and details as needed.
- Assists Project Team by developing and coordinating necessary programming from initial design stage through closeout completion in adherence to company policy and to Client’s
- Responsible for accurate and timely information on the project’s progress; updates this information into the Company’s systems and any required Client systems; reviews and approves custom fabrication, modifies schedules or budgets as required. Maintains regular communication with management and Clients and 3rd parties as to project’s
- Conducts site visits of assigned projects as needed to ensure proper design, construction and
PROJECT MANAGEMENT (TYPICAL SCOPE OF SERVICE)
- Confers with designers/Clients to clarify or resolve problems with the design based on customer preferences and prior project
Coordinate the Architectural and Engineering Design Team activities and/or Owner vendors, monitor schedule and deliverables. Attend design meetings and comment on cost issues, schedule issues, constructability issues; long lead items and coordination.
- Prepare overall Project Budget Control Document.
- Prepare detailed construction estimates as
- Create Milestone schedule as
- Review Lease for construction
- Coordinate Owner issues such as Landlord work and
- Develop and level RFP bids for Architectural & Engineering consultant services as
- Track project performance, specifically to analyze the successful completion of short- and long-term
- Liaise with Client personnel on-site and at the corporate office, attend and participate at regular development meetings at corporate office, on-site or consultant’s offices, as
- Review of as-built conditions, drawings, Lease, and construction exhibits, if any, for determination of scope of work in accordance with Client program.
- Coordinate submittals to Client for review and
- Maintain schedule and timely plan completion to meet Client
- Coordinate timely submittal of plans by Architect/Engineers and/or Plan Expeditor for permitting approvals for scope including submission to the City and County, Building, Health and Fire departments, as
- Develop RFP for GC Services in Preconstruction & Construction.
- Bidding to Client-selected contractors. Review of competitive bids, required value engineering and awarding of contracts per Client contract standards (contracts by others) and approval by
- Review and level all GC bids for presentation to
- Final Pricing including soliciting vendors bids, review and leveling of all bids, advise on selection of each contractor/vendor, review all and any value engineering
- Permit, work with designated permit agency and Client
- Construction Administration; attend all job meetings, visit site weekly or as needed, assess schedule progress, coordinate necessary parties for site related issue, coordinate owner vendors with GC, review pay applications and lien releases and track against project budget, review and assess all change orders, act as liaison between Landlord and the
- Monitoring of construction activities for compliance with plans, adherence to budget and Client standards and maintenance of
- Update Project Budget Control Document
- Facilitate and comment on punchlist.
- Provide bi-monthly budget reconciliation, tracking actual costs against budget
- Provide monthly project cost
- Coordinate closeout including punch list completion and turnover of spaces to Client and/or Tenant to perform Tenant’s
- Collect and review all closeout documents including but not limited to; As-Builts, Operation and Maintenance Manuals, Final Payment Applications, Final Lien Releases.
- Prepare Final Budget Control Document.
- Assist in the set-up of ongoing Maintenance
TENANT COORDINATION (TYPICAL SCOPE OF SERVICE)
PHASE 1 - Tenant Process
Input all data for project in proprietary web-based tracking system for real-time reporting and tracking of all Tenant Coordination activity.
PHASE 2 – Lease Review & LOD Issuance & Tenant Package Issuance
- Provide review of Letter of Intent (LOI), work letters and any lease agreements on behalf of Owner/Operator’s leasing representatives, prior to execution of lease, for conformance to project’s development criteria related to Landlord & Tenant work, project schedule requirements, and to assist in defining and tracking any additional costs, g. Extra Work Authorization (EWA) or reimbursable costs.
- Issue welcome letter, LOD, tenant package and shell building drawings (by shell architect and engineers) to prospective Tenants, initiating the working relationship that will be continued through design review and construction phases. These documents will be provided to Tenant’s representative or architect as defined per the leasing representative’s
PHASE 3 – Initiation Conference & Design Consultation
- Initiate communication via teleconference with Tenant’s architect or representative; review Tenant’s location and highlights of the criteria package; discuss the general appropriateness of Tenant’s initial conceptual storefront design ideas; and provide courtesy reviews, as necessary, prior to Tenant preparing preliminary design submittal.
PHASE 4 – Drawings Submittal Review & Permit Process
- Coordination of preliminary and final Tenant drawing submittals for final review by Owner/Operator; review of mechanical, electrical and plumbing documents is excluded. Coordination of all Tenant drawing activity is included in this proposal.
- Forward to Owner/Operator for final review and approval prior to return to
- Provide Tenant with information regarding expediting for required governing agency approvals and permits. As clarification, the actual processing of plans for permitting through the necessary public agencies will be solely the tenant’s responsibility.
PHASE 5 – Tenant Construction
The following activities will take place on-site:
- Update DealTracker™ and CostTracker™ with all construction and cost-related
- Receive all required pre-construction documentation from Tenant’s General Contractor (GC) per the Tenant construction rules & regulations - including insurance certificates, security deposit, construction schedule, copy of permits, and subcontractor list.
- Conduct a pre-construction conference with Tenant GC’s superintendent to review conditions of the premises, Landlord-approved plans, and the rules and regulations, for Tenant acceptance take possession of space and begin work.
- Monitor and coordinate construction progress; facilitate and assist Tenant GC to meet the agreed-upon date per lease agreement or Grand
- Confirm compliance with Landlord-approved plans.
- Manage Tenant-requested work orders and related costs for ease of
- Coordinate with Tenant GC and Client’s project team on Tenant and Landlord-required work, as defined in the lease agreement.
- Coordinate with Tenant GC and Client’s project team for scheduling and sequencing of work, materials and merchandise deliveries, utility service installations and governing agency building and fire
- Prepare and issue a punch list of deficient design and construction items to be corrected upon completion of
Phase 6 - Closeout – Post Tenant Opening
- Complete necessary closeout paper work required for permanent record of project completion, including Tenant GC security deposit deductions and release, collection of certificates of occupancy and lien releases for Tenant allowance release, and the deduction/collection of Tenant payments associated with Tenant work performed by Landlord, per lease terms.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
REQUIRED EXPERIENCE AND/OR EDUCATION
The ideal candidate will have experience working in an administrative or management capacity in the retail commercial real estate industry. Project Managers/Tenant Coordinators must thrive in a fast-paced working environment.
- Bachelor’s degree (B.A./B.S.) from a four-year accredited college or university or equivalent combination of education and experience
- 10+ years’ experience in real estate development
- Preferred 4-6 years’ experience with onsite retail tenant project management
- OSHA Health and Occupational Safety 10+ hour certification or ability to certify within 30 days
COMPETENCIES AND TECHNICAL SKILLS
- Excellent organization and communication skills
- Relationship Management
- Ability to read and understand construction drawings, perform take-offs, and identify conflicts
- Create budgets and construction cost estimates
- Evaluate schedules and project timelines, identify areas of conflict and/or critical path
- Project Management tracking software
- Intermediate knowledge of Microsoft Office programs
- Scheduling Software; i.e. Microsoft Project or other
POSITION TYPE / EXPECTED HOURS OF WORK
Days and hours of business are typically Monday through Friday, 8 a.m. to 5 p.m. or as specified by Client and or project requirements. Some night and weekend work may be required based on project needs and deadlines.
COMPENSATION AND BENEFITS
Full-time position is salaried and designated FSLA exempt. Company offers competitive compensation based on candidate’s applicable experience. Current compensation package includes SIMPLE IRA with employer match, paid time off, discretionary bonuses and annual review with merit based/ cost of living raises.
TRAVEL & RELOCATION
This position requires up to 25% travel to project and satellite offices and project sites while performing offsite service. Ability to be relocated as necessary to project site for full-time onsite service.