Project Manager

7 months ago

Toronto, Canada Sue Dulmage and Associates Full time

Sue Dulmage & Associates Inc. provides procurement services to the hospitality industry. We specialize in procurement of Furniture, Fixtures and Equipment (FF&E) as well as Operating Supplies and Equipment (OS&E) and have experience supporting all service levels, from limited service to luxury.

The Project Manager will be responsible for familiarity and oversight of the projects assigned to them.

In this role you will plan, implement, and execute project procurement for our clients. You will be highly detail-oriented and able to multitask and manage a large amount of data for several projects running at the same time in a team environment. He/she/they must be adept at problem solving, multi-tasking, understanding, and anticipating issues and being able to implement solutions as they relate to project scope, product ordered, budgetary responsibilities and schedule/installation parameters. You will have the overall management responsibility for the execution of multiple projects within the team, ensuring that each project is completed on time, with accuracy and within the budget requirements. At all times, the Project Manager is to perform job functions as a team player.

The Manager will have at minimum 5+ years of direct hospitality purchasing experience.

**Responsibilities**:

- Oversight of the procurement process for multiple renovation and new development projects in Canada and the United States, as assigned by the President.
- Organize and maintain specification books, as required. Ensure complete accuracy of all specifications and revisions issued to SDA Inc. This includes hard copy and electronic copies.
- Read floor plans for take-offs, counts, matrix.
- Develop and prepare counts in a matrix format for FF&E and OS&E, as required.
- Prepare and/or review bid packages and Request for Quotations, provided by Others and track receipt of responses. Prepare and/or review bid analysis following templates/formats provided. Present analysis documents to Clients.
- Develop, review and build directional, preliminary and detailed budgets. Submit to Clients after internal review and approval.
- Manage all financials related to each project and ensure accuracy of budgets, purchase orders, funding requests and vendor payments.
- Work with any assigned Project Coordinators to disseminate, organize and communicate regarding assignments and projects within the project team.
- Track costs against approved budgets. Advise president of any overages and communicate these overages, when required to the Client in the format approved by SDA Inc.
- Request, track and log designer submittals and approvals. Identify risks as required and as necessary.
- Create and review purchase orders, when created by others. When applicable, submit to President for approval prior to issue (based on approval thresholds).
- Prepare and keep status reports including financial, budget variances, overages and delivery status reports.
- Review funding requests, where applicable, to ensure cash flow documents are accurate and reflect the financial requirements throughout the course of the project.
- Track and expedite orders and oversea coordinators with this task as required. Review in detail all Delivery Reports completed by Others.
- Verify acknowledgement receipts.
- Manage project record keeping, consistent with SDA Inc. procedures.
- Review Costs against Approved Budgets, issue to Clients as required.
- Maintain Change Logs to ensure accuracy and visibility around budget changes.
- Review, approve and process invoices.
- Develop purchasing schedules and cash flow analysis based on owner, operator and GC schedules.
- Update status of projects and keep accurate status of all items purchased in SDA’s delivery status database. This includes the status of all designer submittals and any approvals required to move into the production stage of the project.
- Ensure the timely submission of delivery status reports and financial reports as required for each Client.
- Manage deadlines and deliverables to ensure projects are completed as per the Client’s schedules and budgets. Identify risks to these timelines to the President immediately when known.
- Handle and resolve issues with client, design and vendors when needed. Escalate to the Director/President as required.
- Manage and/or oversee warehousing and installation companies’ scope; provide relevant documents and status to ensure timely installation. Ensure deliveries support Client’s schedules.
- Manage deficiencies in a timely manner and follow through on rectification plans.
- Oversee the completion of Close-out binders to ensure timely issuance to the Client.
- At times, other tasks will be assigned to the Manager to facilitate work flow in the office.
- At times, extra hours will be required to assist with project deadlines.
- It is expected that the Project Manager will be available to attend site visits, trade shows, manufacturer’s presentations, and other opportunities to su

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