Incumbent: Reports To: Director of Project Management
Department: Project Management
Employment Status: Full Time
FLSA Classification: Exempt
Position Summary: The primary function of the Project Manager is to provide leadership and support to the production teams responsible for the services and deliverables Cyntergy provides to our clients. The Project Manager role touches all activities and functions of the company from accounting to marketing to production. He/she reports directly to the Director of Project Management.
Essential Functions: 1. Establishes and/or manages client relationship with customers from varying market sectors including local, state and federal government agencies, private customers, contractor partnerships, local architects and/or engineers, and other clients encountered through marketing or business relationships. 2. Manages client programs and project flow with designated internal project teams. 3. Manages program and project finances through budgeting, invoicing and collection, and provides internal financial reporting to the company management team.
Responsibilities Associated with Essential Functions:
1. Client Interface and Communication:
1.1. Maintain customer relations and communication for future work opportunities. 1.2. Ensure all project stakeholders are communicated with and kept up to date on each project under your care. 1.3. Submit invoices and any required documentation for invoices per the customer and project requirements 1.4. Ensure invoices are paid on time and conduct follow up with customers according to CAEC standards. 1.5. Compose and negotiate project fee proposals with customer with relevance to project scope and construction budget. 1.6. Provide and maintain project design schedules and ongoing updates to customer representative(s) and internal team.
1.7. Assist in forecasting future workload and staff projections.
2. Project Management and Internal Project Team:
2.1. Gather all project deliverables for each submittal phase and ensure it is complete, accurate and presented according to the SOW 2.2. Setup new projects in all CAEC systems such as PT, SL, the network, etc. 2.3. Review RFP documents and assist in preparation of project scope documents 2.4. Facilitate the development of project proposals, budgets, schedules, etc. and the overall Work Plan 2.5. Monitor and control the implementation of the project Work Plan. 2.6. Review and discuss project budget versus actual reports along the project life cycle comparing such to the work plan steering the project to positive results. 2.7. Facilitate project kick offs, scope trips, documentation, and submittal packages according to CAEC standards. 2.8. Receive and facilitate information to annotate comments on projects from customer reviews 2.9. Lead project team meetings per CAEC standards along the project life cycle. 2.10 Ensure all project requirements are met for each deliverable/submittal phase and the project team stays on scope facilitating information required and resolution to project issues & information needed. 2.11 Ensure each project receives proper quality control and chair QC sessions with project team as required. 2.12 Update and provide project schedule and production requirements for the production meeting and attend the production meeting. 2.13 Close-out and archive projects in a timely basis
3. Marketing and Business Development:
3.1. Assist business development in preparation of submittals to pursue new projects and contracts. 3.2. Develop project descriptions and marketing information on projects under your care. 3.3. Attend project selection interviews. 3.4. Report on routine client contact and information secured on new project pursuit
Critical Skills, Knowledge and Abilities:
1. Organized, self-starter able to plan ahead and multi-task 2. Possesses managerial skills in dealing with both inside and outside clients 3. Ability to communicate well both verbally and in writing 4. Ability to prepare proposals for projects, including estimating fees 5. Ability to accommodate overnight travel by car and by air 6. Understanding of AIA contracts and government methodology 7. Strong computer skills with sound knowledge of Deltek Vision desired, but not required 8. Familiarity with current design trends 9. Familiarity with industry standards for illustration or architecture and design 10. Familiarity with features and uses of AutoCAD and Revit software 11. Strong skills in MS Office
Education / Training / Professional:
1. BS in Architecture, Engineering, Business, or equivalent education. 2. Five years or more of experience in the AEC industry. 3. Project Management Institute’s PMP or AECPM Certification is desired.
Customer Focus -Meets the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect; deals fairly and effectively without discrimination.
Time Management-Uses his/her time effectively and efficiently; attends to a broad range of activities; spends his/her time and the time of others on what is important.
Integrity and Trust-Presents the truth in an appropriate and helpful manner; keeps confidences; admits mistakes; delivers on commitments; conducts him/herself at all times in a manner that reflects credit on him/herself and the Company.
Planning-Scopes out length and difficulty of tasks and projects accurately; sets objectives and goals; breaks down work into process steps and develops schedules; anticipates and adjusts for problems and roadblocks
Communication-Provides timely information so that accurate decisions can be made; practices attentive and active listening; restates the opinions of others accurately even when he/she disagrees; conveys information and ideas clearly and positively; both in oral and written communication
Problem Solving and Decision Making-Uses sound logic and methods to solve problems and develop effective solutions; looks beyond the obvious and doesn’t stop at the first answer; makes good decisions based upon a mixture of analysis, wisdom, experience, and judgment
Action Orientation-Pursues work with energy; perseveres especially in the face of resistance or setbacks
Teamwork-Encourages collaboration by fostering open dialogue; defines success in terms of the whole team; finds common ground and solves problems for the good of all areas of Cyntergy; represents his/her own interests while exercising fairness to others; shares successes.
Adaptability to Change-Understands that different situations may call for different skills and approaches; demonstrates commitment to continuous improvement; demonstrates flexibility; embraces changes in a positive manner.
Quality of Work Output-Produces high-quality work with few errors within deadlines; uses resources effectively.
Physical Demands and Working Conditions:
Must be able to perform work indoors in climate-controlled work area with minimal noise, performing primarily sedentary work with limited physical exertion and routine lifting and carrying up to 20 lbs.
Must be able to operate routine office equipment including telephone, copier, and calculator.
Must be able to routinely perform work on computer for an average of 6-8 hours per day, when necessary.
Must be able to work extended hours whenever required or requested by management.
Must be capable of regular and reliable attendance.
Must be capable of travel (as driver) and travel on overnight and extended trips domestically.
Must be capable of travel by commercial airlines, rental vehicles and in public transportation and able to lodge in hotel/motel.
Mental and Emotional Requirements:
Must be able to perform job functions with minimal supervision from senior management.
Must be able to carry out various written instructions and follow oral instructions.
Must be able to speak clearly and deliver information in a logical and understandable sequence.
Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization.
Must be able to perform responsibilities with composure under the stress of deadlines / requirements for accuracy and quality and or fast pace.
Must be capable of exercising highest level of discretion on both internal and external confidential matters and conducting himself/herself with sensitivity to both political and personnel issues.
Management reserves the right to assign or reassign duties and responsibilities related to the essential functions of this job at anytime.
Cyntergy is an Equal Opportunity Employer
Cyntergy is a multidisciplinary A/E firm located in Tulsa Oklahoma. We are licensed and practice in the lower 48 states. Areas of practice include Retail, Government, Institutional and Religious.