Assistant Project Manager

Job Description

Job Description

Assistant Project Manager

The Assistant Project Manager supports and works under the direction of the Project Manager to certify and accept eligible public improvement costs to facilitate developer reimbursement for multiple assigned metropolitan, water & sanitation, park and recreation, and fire protection / emergency service Districts, Authorities, and Municipalities.

The Assistant Project Manager assists in verifying municipal infrastructure acceptance, summarizes the assets to be owned and / or operated by the Districts, and coordinates with the Facilities Manager to initiate operations and maintenance services.

They are adept in supporting and assisting the Project Manager project in public bidding, contracting, contract administration, change order processing, pay applications and processing payments, budget tracking, project closeout, and warranty oversight.

This position is housed in the Capital Infrastructure and Facilities Management Department and reports to the Director of Capital Infrastructure and Facilities Management.

It requires strong problem-solving skills and experience in civil infrastructure construction and project management. The position requires working well under pressure to meet deadlines and follow through on assignments.

Organizational Competencies and Cultural Values Summary :

PCGI's work culture encompasses the values of excellence, teamwork, respect, effective leadership, and exceeding expectations.

Employees and the Executive Leadership Team promote and support our non-negotiables of Graciousness, Respectfulness, Responsibility, Team Focus, Awareness, Integrity, and Hunger.

This position is expected to demonstrate PCGI's company culture and values, working cooperatively to identify and implement systems and resources across the department and assist in the implementation of PCGI's vision and annual goals.

Major Responsibilities :

Bidding and Contract Administration

• Administer bid processes at the direction of the assigned Project Manager, including preparing bid publications, requests for proposals, bid packages, pre-bid meetings, bid openings, bid reviews and assessments, and interviews
• Prepare, update, and monitor bid trackers
• Prepare agendas and take minutes at bid meetings, openings, and interviews
• Correspond and coordinate with bidding consultants and contractors
• Prepare and issue bid documents and addendums
• Collect, review, and log bids and proposals
• Assist in preparing bid comparisons
• Assist in preparing bid presentation reports for board meetings
• Prepare and administer contracts and agreements, to prepare change order requests for compliance with existing contract terms, coordinate review and validation of change order requests, and process contract modifications
• Assist in preparing agendas, contracts, and change order summaries for board meetings
• Administer all aspects of construction contracts and consultant service agreements

Budgeting and Payments

• Administer the project payables process at the direction of the assigned Project Manager
• Collect, review, code, and organize invoices
• Prepare comprehensive pay applications and coordinate approvals
• Collect, review, and organize engineer cost certifications and other reports
• Assist in coordinating interdepartmental payables process
• Assist in updating project budgets and preparing for project budget review meetings
• Assist in preparing project budget summaries for board meetings

Project Oversight

• Assist in observing construction activities to preserve standards and schedules in a safe, quality focused manner
• Prepare agendas and take minutes at construction coordination meetings
• Administer the project closeout process including finalization of project records
• Assist in coordinating initial municipal acceptance and dedication of improvements
• Prepare capital asset summaries and supporting materials for district assets
• Monitor acceptance and warranty trackers and coordinate final acceptance
• Manage warranty contracts and coordinate warranty repairs
• Coordinate with facilities managers for maintenance during warranty periods and facilitate the transition of completed district assets into maintenance
• Assist in preparing project progress reports for board meetings

District Acceptance

• Support the assigned Project Manager to accept costs and improvements constructed by others
• Review improvement acquisition agreements; comprehend district cost and improvement acceptance policies and documentation requirements
• Collect, review, and organize documentation submitted with developer requests for cost and improvement acceptance
• Update and monitor documentation checklists and assist in coordinating documentation requests, collection, and review
• Coordinate with district engineer and review submitted cost certifications and other reports
• Assist in organizing documentation and coordinating with district client teams and attorneys to prepare comprehensive acceptance resolutions for board meetings
• Collect, review, and organize capital asset summaries and supporting materials for district assets
• Monitor acceptance and warranty trackers and coordinate final acceptance
• Manage warranty contracts and coordinate warranty repairs
• Coordinate with facilities managers for maintenance during warranty periods and facilitate the transition of completed district assets into maintenance
• Assist in preparing project progress reports for board meetings

Inter- Government / Constituent Relations

• Develop, collaborate, and maintain productive working relationships with development project managers and coordinators, construction contractors, service contractors, engineers, architects, surveyors, jurisdictional agencies, public service and private utility companies
• Maintain a working knowledge of industry construction contractor and service contractor capabilities, proficiencies, and service areas
• Acts as liaison on behalf of the clients with construction contractors, city departments, and constituents to represent client's interests
• Communicate status, respond to requests and coordinate with internal and external teams
• Accountable to the Board of Directors for capital projects of the district

Interoffice Relations

• Works closely with the accounting department to manage the financial aspects of projects
• Works closely with the district management team to solve problems and manage transactions
• Works closely with Facilities Operations Managers to ensure proper recording and / or transfer of assets

Other Duties as Assigned

Completes other duties as assigned.

Supervised by : Director of Capital Infrastructure and Facilities Management and Assistant Director of Capital Infrastructure and Facilities Management.

Qualifications :

To perform this job successfully, an individual must be able to perform each major responsibility satisfactorily. The requirements listed below are representative of the skill and / or ability required.

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

General Skills and Abilities :

• Ability to operate computers using Microsoft Windows and Microsoft Office including Outlook, Word, and Excel, as well all additional relevant and required computer hardware and software
• Demonstrated knowledge of industry practices and terminology
• Situational awareness
• Ability to identify problems then develop and implement solutions
• Strong reasoning, judgment, problem-solving and conflict resolution skills
• Flexibility and versatility to prioritize and manage projects to completion under multiple, rapidly changing requests
• Excellent organization and attention to detail
• Motivated, driven and engaging demeanor
• Ability to anticipate the needs of clients and team members
• Able to work well under pressure, meet deadlines and follow through on work assignments
• Collaborative work style with an emphasis on building and fostering relationships
• Strong interpersonal skills, ability to communicate well at all levels of the organization
• High level of integrity and dependability with a strong sense of urgency and results-orientation
• Inspires and motivates others to perform well and accepts feedback from others
• Must be willing to carry out company goals and policies
• Improves and promotes quality and demonstrates accuracy and thoroughness
• Willing to continue professional development

Language Skills :

• Ability to communicate (speak, read and write) in English with individuals in person, by telephone, and by email
• Ability to read, analyze, and interpret various documents and service plans agreements in English
• Ability to compose business correspondence to a variety of audiences
• Ability to effectively present information and respond to questions from directors, managers, consultants, constituents, various groups, and staff

Mathematical Skills :

• Ability to calculate figures and amounts as required in maintaining and reporting expenses, estimates, budgets, discounts, interest, proportions, percentages, areas, volumes, and circumferences
• Analytical and detail-oriented

Reasoning Ability :

• Ability to solve practical problems and deal with a variety of Board of Directors, constituents, service vendors, and consultants
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form

Education & Experience :

• Three (3) years of progressively responsible, hands-on experience in project management
• Bachelor's degree in project management, construction management, or similar field preferred
• Working knowledge of city and state government processes as related to special districts
• Any combination of the required education and experience providing the required skill and knowledge for successful performance may be considered

Equipment : Must be able to operate a computer, fax machine, copier, telephone, motor vehicle

Physical Demands : The physical demands described here are representative of those that must be met by an individual to successfully perform the essential functions of this job.

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

• This position involves work in an office and outdoors at various project sites. The estimate is 75% indoors and 25% outdoors
• While performing the duties of this job, the employee is regularly required to stand and walk
• Has frequent need to perform the following physical activities : bend / stoop / squat, climb stairs, push or pull, reach above shoulders
• Constant needs to perform the following physical activities : writing / typing, grasping / turning, and finger dexterity
• Lifting / carrying less than 25 pounds frequently
• Vision requirements : constant needs to read manuals, reports, financial statements, complete forms, and view the computer screen
• Hearing requirements : constant needs to communicate over the telephone and in person

Driving Requirements :

• Must possess a valid Colorado Driver's License and a clean driving record to operate a company-owned fleet vehicle
• Ability and means to travel locally as needed, proof of liability and property damage insurance on vehicle used is required

Work Environment :

• Professional appearance and dress consistent with the desired corporate image
• The work environment characteristics described here are representative of those an individual may encounter while performing the essential functions of this job
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
• While performing the duties of this job, the individual regularly works in an office environment and does not work near moving mechanical parts.

The noise level in the work environment is quiet to moderate

Benefits Offered

Benefits : 401k Retirement Plan

401k Retirement Plan

Car Fleet for Business Use

Insurance : Medical Insurance

Medical Insurance

• OAP Plans
• Traditional PPO Plans

Dental Insurance

Vision Insurance

Life and AD&D Insurance

Long Term Disability Insurance

Short Term Disability Insurance

Health Savings Account (H.S.A.)

Flexible Spending Accounts (F.S.A. : Medical, Limited, and Dependent Care)

Additional : Paid Time Off

Paid Time Off

Holiday Time

Position Information

Location : Loveland, CO

Position Status : Full Time Employment

Job Category : Capital and Facilities

Work Experience

Required : Three (3) years of progressively responsible, hands-on experience in property / facilities management or project management

Preferred : Working knowledge of city and state government processes as related to special districts

Education level Required : Bachelor's degree in project management or landscape management preferred

Salary : $55,000 -$70,000

Closing Date : 11 / 15 / 2024