Project Manager

9 months ago

Calgary, Canada HBI - Heritage Business Interiors Inc. Full time

**Job Function**

Single point of contact, and integrative responsibility, for all aspects of assigned contract furniture projects, from inception of project to final close-out and invoicing. Plans, coordinates and oversees all tasks, critical dates, client and third party interface and relations, performance quality and customer satisfaction, budget, margin control and project administration for each assigned project, post order.

**Specific Responsibilities and Duties**

Customer/Account Servicing
- Provides single point of contact for customer for all project related logistics and execution planning.
- Provides professional customer interface and client relations throughout project.
- Is responsible for customer sign-offs, approvals, change orders, formal paperwork and complete close out of the project post order.
- Works well with all team members, including designers, other project managers, installation managers, sales coordinators, installation crews, etc.

Project Planning, Coordination and Management
- Establishes and manages overall project scope and coordinates with dealer/manufacturer team.
- Directs and coordinates task assignments and completion activities for entire dealer team.
- Develops work plan, schedule and logistics based on overall project parameters, project schedule and scope, and customer’s goals.
- Completes a comprehensive site inspection and confirms Plan/Specs/Drawings align with site conditions.
- Provides team with timely quoting and tracks changes/revisions in scope and communicates to both internal and external customers where necessary.
- Provides technical consultation to customer and customer’s team as required.
- Assists as required with customer presentations, focusing on operations, logistics and execution of the project.
- Reviews accuracy of quoting/invoicing by subcontractors and provides monthly reporting as required.
- Provides single point of contact for coordination, post order with internal team, subcontractors, client and all third party firms (A&D firm, contractor, sub-contractor, cabling vendor, building manager, electrician and other trades, client’s facility and IT Groups, movers, etc.).

Project Administration
- Maintains detailed/timely project documentation, including documentation of key project decisions, project requests/revisions/change orders and formal written communication throughout project to client, dealer and project team.
- Manages accurate and detailed record keeping, including receiving documentation, time sheets and contract adherence, sign-offs and approvals, key decision records, budget monitoring, etc.
- Ensures documentation standards are maintained for all account activities; ensures dealership process and procedures are

Project Implementation
- Coordinates with Sales Coordinator for order entry notes and product delivery scheduling.
- Leads pre-installation meetings; coordinating meeting agenda, document/schedule review, site conditions/security report, and project risk analysis, etc.

Order Management
- Reviews ship dates for adherence to original requirements.
- Interfaces with Sales Coordination on communication with the factory, as necessary, regarding shipping schedules and special instructions for manufacturing/shipping.

Delivery/Installation
- Supervises site installation, including performance of work, safety procedure adherence, installation administration and timeliness of task completion.
- Documents & ensures sign off of all customer/subcontractor CO’s in a timely manner.
- Ensures field paperwork is complete, and delivered in a timely manner.

Deficiency, Invoicing & Project Close out
- Walks project and verifies Deficiency list; responsible for Deficiency list resolution.
- Confirms project completion and ensures all invoicing is timely and accurate.
- Manages all final project close-out requirements, contract requirements, and client sign-offs etc.

Contract Furniture Management
- Ability to produce takeoffs, specifications and order ready documentation if required.
- Ability to analyze, plan, schedule and implement project installation.
- General knowledge of all aspects of contract furniture management and HBI Quote to Order process, including account management, project management, order preparation, order management, installation, relocation and contract furniture administration.
- Working knowledge of interior construction, interior design, moves and relocations, trucking, furniture manufacturing and shipping, building management and current workplace issues.

Environment
- Participates in policies and procedures ensuring that HBI maintains their leadership in environmental stewardship; including, reducing energy use, recycling and lowering our garbage output.

Goals and Performance
- Provides timely reports on project cost/budget analysis, as required.
- Participates in special training programs sponsored by the dealership or in conjunction with the dealerships designated furniture manufacturers; atte

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