Reports To

Director Special Projects

Functional Role

The Special Projects Assistant Project Manager shall assist S/P Project managers in their performance of their projects.  You must be self-motivated, able to work with minimal guidance and supervision to achieve the time sensitive goals  The nature of these relatively small projects requires precise timing and full understanding by all parties involved in order to be successful.  The Special Projects assistant project manager must be a good communicator, possess a positive professional demeanor, have strong aural, verbal, writing skills (read/write/understand/speak English) be service oriented and able to read blue prints, drawings, specifications and designs.  The Special Projects assistant project manager shall also assist as needed in change order pricing and presentation.

Requirements

Experience

Minimum of 5 years in the HVAC trade with at least 2 years in a managerial role. 

Competent with computer software packages including; Microsoft suites, (Outlook (e-mail), Word, Excel, Project), Bluebeam, Sage Autodesk ACC Build, 300 Construction package.  Android and IOS applications as required (ftp site access for example).

Education

College AA Degree desirable with a focus in engineering or construction management.

High School Diploma minimum.

Advance training in technical aspects of HVAC.

Management training, time management training and sales training.

Duties and Responsibilities

Project Involvement

·        Visit job sites to survey job progress; assist with project kick-off meetings and progress meetings.  Update agendas, meeting minutes, schedules, reports and meeting minutes

·        Assist with anticipating manpower requirements and manpower projections.

·        Review daily reports for accuracy and completeness.

·        Work closely with design engineer on in-house design build projects, providing input and review of the work.

·        Schedule inspections and provide the on-site field forces the inspection schedule and inspector contact information..

Project Accounting and Administration

·        Assist with project start up tasks as assigned; including but not limited to reviewing and understanding contract, modifying and preparing for ratification if necessary, issuing LOI’s, writing subcontract agreements, purchasing major equipment & specialties, submitting product data, writing job outlines/scopes and establishing and updating a job schedule.

·        Compile, review, track, edit and distribute the most current plans, specifications, rfi’s, and rfi responses and submittal data.

·        Review equipment vendors and subcontractors’ scope of work for completeness and scope gap prior to writing PO’s or subcontractor agreements.

·        Perform detailed submittal review to confirm dimensions, power requirements, performance requirements and conformance to the specifications and/or equipment schedule.

·        Assist with tracking and scheduling equipment and accessories from vendor to the job site.

·        Compile needed information for field and subcontractor’s work force.

·        Assist with project set-up including job budgets and schedule of values and billing format.

·        Develop and process RFI’s.

·        Assist with developing PCO’s and processing change orders.

·        Assist with managing the change order process (pricing, negotiating with the client, billing and updating the accounting software).

·        Assist with creation of Job Hazard Analysis, QC Plans and QC submittals.

·        Compile, review, create, edit and distribute close-out documents including O&M’s, balancing reports and warranty letters).

·        Distribute, track, edit, prepare punch lists, commissioning documents and reports and disseminate the information as required

·        Perform collections on outstanding payments related to their projects.

·        Assist with completing gain share documentation.

·        Miscellaneous tasks as assigned.

Estimating Change Orders and or Projects

·        Perform takeoffs and pricing utilizing Quote Express or other computer based software.

·        Work up estimates and write proposals or bid scope sheets.

·        Compile pricing and scope review with supervisor prior to submission.

·        Follow up on proposal  review scope of work with customer to ensure all requirements are being met by the proposal.

Leadership

·        Motivate staff and field personnel to perform at the best.

·        Remain current with industry trends and network with peers through local trade organizations by joining and participating in associations