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Project Manager

2 months ago

Vaughan, Ontario, Canada Valard Group of Companies Full time

The Project Manager is responsible for the safe, effective, and efficient completion of one, or several projects within their area of responsibility (number of projects dependent on size/complexity). The position requires working closely with cross-functional groups within Valard to promote a unified approach, and the key focuses of the position are team safety compliance, contract management, planning and forecasting, budgeting, financial tracking/reporting, assisting in project estimation, resource management, subcontractor management and mentoring/growth within their area of responsibility. This position will operate in an organized manner to plan and execute work safely and efficiently. The Distribution Project Manager works closely with the Senior Project Manager, Assistant PM/Project Coordinator, Operations Manager, Director of Operations, Distribution Supervisor, Support Services (fleet, stores, warehouses), Procurement and subcontractors/vendors.

Responsibilities:

1. Responsibilities & Accountabilities: General

  • Responsible to ensure a safe work environment for all Valard employees, contractors, and visitors by working closely with the company's Health and Safety Department to ensure compliance to Valard's policies and procedures; as well as those outlined by the Customer.
  • Responsible for participation in any required training, as well as the effective implementation of The Capacity Model on a project level.
  • Responsible for participation in the tendering process with the project Estimator and Operations Manager. Review of pricing and supporting documentation contained in proposals to be submitted to the client for accuracy.
  • Responsible for effective Contract Management – having an intimate understanding of the contract documents for each project you are responsible for. This includes all over-arching agreements (e.g. MSAs) and subcontracts applicable to the project. Responsible for administering the contract, including the scope of work, material and construction specifications, schedule constraints, invoicing requirements, reporting requirements, etc.
  • Change Management – responsible for recognizing a change to the original information or requirements provided in the contract documents. Responsible for working with the Senior Project Manager to clearly quantify and communicate this change to the client in an amicable and fair manner. In the case of subcontractors, managing appropriately to mitigate and negotiate change orders received in good faith and a fair manner. Flowing subcontractor Change Orders back to the client when possible.
  • Responsible for providing supportive leadership and positive performance feedback to Assistant PMs, Coordinators and Administrators. Complete formal Performance Review of each of these positions that is a direct report annually (minimum).
  • Responsible for supporting the Progressive Disciplinary Action process by working with Human Resources to develop and deliver (or support team members with delivering) any required documentation to personnel on their crew(s) and helping determine appropriate level of discipline.
  • Responsible for mentoring and career growth to all Assistant PMs, Project Coordinators and Project Administrators reporting directly to them. Provide constructive feedback to promote growth and improvement.
  • Accountable for ensuring regular scheduled safety meetings occur on each of their projects. Being able to present as required on various relevant safety related topics to crews and encouraging crew participation in accordance with The Capacity Model.
  • Accountable to ensure accurate and up-to-date tracking lists of manpower, equipment and tooling are maintained on the projects they are responsible for.

2. Responsibilities & Accountabilities: Project Initiation

  • Responsible for creating the project SharePoint site for document management / control
  • Responsible for working with project Estimator, Distribution Supervisor and Operations Manager to develop a detailed "Project Plan" for each project they are responsible for. At a minimum, this Plan shall include:
  • Resource-loaded schedule, accurate to how the job will be executed.
  • Including approximate costing for comparison to estimate
    • Include any anticipated hold-off / outage dates.
    • Include personnel (names if possible) for each stage of project.
  • Include specific equipment (unit #s if possible) for each stage of project.
  • A tally of all anticipated supplemental costs further to labour / equipment (yard rental, hotels & accommodations, LOA, subcontractor pricing, etc.)
  • List of approved vendors to use for the project for various scopes.
  • Responsible for ensuring all approved subcontractors are Avetta compliant.
  • Any specific safety or training requirements for the project
  • Any specific reporting, or other miscellaneous requirements for the project
  • Responsible for using the Project Plan to create a project budget / WBS. Project budget should reflect the targeted project margin or operating income as dictated by the Director, Operations. Include budgeted quantities and rates which can be measured with actuals.
  • Responsible for working with IT to set up project for timesheet input and management in VOLTS. Even if initial approval is delegated, the Project Manager is responsible for ultimately approving all timesheets for personnel and equipment on their project(s).
  • Responsible for reviewing subcontractor proposals, negotiating as required and issuing Purchase Orders. It is the responsibility of the Project Manager to ensure all subcontractors performing work on a project are compliant in Avetta.
  • Responsible for facilitating project kick-off meeting(s) with client or internal as required.
  • Accountable for working with subcontractor(s) and the client to ensure all easements and permits for the work are identified and obtained prior to commencement of work in that area.
  • Accountable for working with the Project Administrator to ensure all underground locates have been obtained in advance of crew mobilization to avoid delays in work.

3. Responsibilities & Accountabilities: Engineering and Procurement Phases

  • Responsible for coordination with engineering / design team and the client to ensure requirements are being adhered to, and the design is staying on schedule.
  • Responsible for working with Procurement team (as required) to engage vendors and order materials based on the BOM, providing enough lead time to avoid delays in construction. All pertinent information needs to be captured on the BOM and clearly identified with a unique numbering system as required (e.g. Material Master # for HONI projects) for streamlined material procurement process.
  • Responsible for review and approval of all Purchase Orders being issued for materials. Ensure proper materials (as specified in contract documents) have been ordered prior to approving the Purchase Order.
  • Accountable for ensuring APM / Coordinator and engineering / design team collaborate to ensure BOMs are being completed efficiently during the design phase. Bills of Materials should be created by the design team as things progress and reviewed by Project Manager and Distribution Supervisor (or delegates) for accuracy prior to submission to Procurement team or vendors.
  • Accountable for ensuring Project Coordinator / APM and Distribution Supervisor confirm the correct materials arrive to site and are organized prior to execution of work to avoid delays.
  • Accountable to ensure all PO receiving is completed by the Project Coordinator / APM sending packing slip(s) to the PO creator for proper record keeping purposes.

4. Responsibilities & Accountabilities: Construction Phase

  • Responsible to ensure compliance with Project Plan, or that changes to the plan are being communicated to the Senior Project Manager and justified/approved accordingly.
  • Responsible for monitoring actual progress vs. planned progress and making any adjustments in the Project Plan to stay on track.
  • Responsible for monitoring project financials on an ongoing basis to ensure things are on track. Page 4 of 7
    • Responsible for facilitating any ongoing project meetings (client, subcontractor, internal).
  • Responsible for conducting monthly forecast meetings with project accountants and reporting on projected project margin.
  • Responsible for participation in the investigation of incidents to determine root cause(s). Establishing what is required to eliminate any possible reoccurrence in the future and helping to implement these measures in the field. Work with H&S.
  • Responsible for the issuance of project Purchase Orders and ensuring proper coding in accordance with the WBS / project budget.
  • Responsible for putting together all backup documentation for monthly invoicing to the client, and submission of invoices through AR. All invoices shall include relevant change orders and appropriate backup and justification for what is being claimed.
  • Responsible for reviewing all subcontractor and vendor invoicing for accuracy prior to approval for payment.
  • Responsible for monitoring PO values (client, subcontractor, vendor) and providing proper notification or justification if PO values are expected to increase in accordance with project and contract requirements.
  • Accountable for ensuring the APM / Coordinator is updating the project SharePoint site on a regular basis and that all records being stored are complete and the current revision.
  • Accountable for working with the APM / Coordinator to ensure all project tracking and reporting is being submitted to the client within allowable timeframes. This includes daily, weekly, monthly reports (Indigenous Engagement/Spending, Progress, etc.).
  • Accountable for working with the APM / Coordinator to review all project correspondence (RFIs, submittals, etc.) prior to submission to the client.
  • Accountable to ensure QA/QC and inspection requirements are carried out throughout the course of the project.
  • Accountable to action all applicable issues that may arise on a project. Communicate with cross-functional groups within Valard to do so.

5. Responsibilities & Accountabilities: Closure Phase

  • Responsible to ensure compliance with Project Plan, or that changes to the plan are being communicated to the Senior Project Manager and justified/approved accordingly.
  • Responsible for working with accountants to forecast final job margin and capture all anticipated costs as the job is completed.
  • Responsible for producing all backup for final invoicing, including all Holdback amounts and change orders accumulated throughout the project.
  • Accountable to ensure all deficiencies have been completed in a timely manner.
  • Accountable for receiving feedback from the client for continuous improvement purposes.
  • Accountable to ensure a smooth demobilization upon completion of the work. All resources shall be promptly removed from the project and any deficiency-related work shall be completed as efficiently and cost-effectively as possible to minimize further cost.
  • Accountable to ensure all relevant permits are closed, as required.
  • Responsible for working with cross-functional team to record all lessons learned and communicate that information to the Senior Project Manager for implementation and continuous improvement.

6. Responsibilities & Accountabilities: Business Development / Client Relations

  • Project Managers shall work closely with the Senior Project Manager and Operations Manager to strengthen relations with existing clients and pursue new business opportunities if the opportunity arises.
  • Managing client expectations and negotiating toward successful and positive results when issues arise.
  • Facilitating ongoing communications with the client and ensuring responsiveness to issues/requests.
  • Engaging clients and indigenous communities in the area of responsibility to build and maintain long-term trust and relationships.

7. Responsibilities: Personnel Training / Development and Evaluation

  • In conjunction with Director of Operations, Supervisor, Health and Safety and Human Resources, assist in developing internal programs to address employee development and training requirements.
  • Performance Reviews and selection / mentoring of individuals with the skills and experience to take on future leadership positions.
  • Assist in dealing with disciplinary issues and ensure that proper documentation is provided to the employee and a copy is maintained on the personnel file.
  • Provide direction and information to ensure compliance with Valard's policies and procedures, including The Capacity Model.
  • Increase Valard's profile within the industry.

Requirements

Knowledge:

  • A degree in Civil or Electrical Engineering is a strong asset.
  • 5-7 years of experience in an electrical utility industry is a requirement.
  • Knowledge of scheduling and budget tracking.
  • Knowledge of interpretation of financial data.
  • Proficient in Microsoft Excel and complete MS Office Suite.
  • Ability to maintain a high level of accuracy confidentiality concerning financial and employee files.
  • Ability to manage a complex workload and several projects.

Skills:

  • Communication abilities
  • Excellent interpersonal skills
  • Analytical and problem solving skills
  • Decision making skills
  • Effective verbal and listening communications skills
  • Attention to detail and high level of accuracy

Benefits

Valard Construction LP is an equal opportunity employer, committed to a diverse workforce. We offer a competitive salary and a complete range of employee benefits.

Please forward resume and cover letter in confidence directly to this posting.

We thank all applicants for their interest. All applications will be reviewed to determine which candidates' education and experience best meet the needs of the position. Only individuals selected for an interview will be contacted.