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Projects Department Manager
2 weeks ago
**The Position**:The scope of the position involves supervising, managing & developing the Projects Division. This includes the associated project leadership team, field and fabrication shop staff, project office support team, the network of projects subcontractors and suppliers; in the execution of our projects and the related mechanical/controls, electrical, construction, fabrication/welding and distribution services. Scope of work includes but is not limited to; site inspections and reviews, site and remote meetings, audits and approvals of vendor purchase bids/projects buying and competitive award packages to vendors, planning/scheduling/organizing/supervising all projects, assisting estimator with quoting/costing where required, budgeting, tracking, mentoring, problem solving and over-all direction of day to day activities applicable to production, productivity, and profitability in the Projects Division. The mandate of the position is to execute our high-quality product, while exceeding client deliverables and expectations, avoiding all re-work. The position is the primary contact of our project clients.
Subject to change; this position oversees a fluctuating staff of (45 to 80, consisting of: 3 Sr Field Supervisors or Department Supervisors, 4 FT office administrative staff (including buyers, schedulers and a Junior Field Supervisor), 16 FT Mechanical (including 8 project leaders), 30 FT Construction (including 10 project leaders), 12 fabricators/welders including (4-6 Sr staff, a Dept Supervisor and Sr Project Leader), and 10 to 15 Seasonal staff; overseeing multiple projects (50-100) concurrently.
The **Projects Department Manager - Projects Division** is a senior-level role within our Firm, reporting to the President & CEO, and executing projects as directed. This is a demanding role which includes the overall management of the division while co-managing various projects. In this role, you will be expected to support one or more of the following as required:
- Project manage/supervise/coordinate all activities of projects department staff and related subcontractors and vendors; alongside the Field Supervisors & Site Project Leaders, the Internal Project administrative personnel, and site staff.
- Coordinate site audits, QC inspections and associated reports.
- Delegate responsibilities as required for proficiency within department activities.
- Oversee the non-supervision field staff. Performance reviews are completed for this staff by HR in consultation with this Supervisor. Performance reviews of Field Supervisors (4x), Site Project Leaders (25) and the Internal Project administrative personnel (5x) is completed by this position where reporting to this manager.
- Directly supervise projects leadership staff, subcontractors and vendors in work task to verify and ensure conformance to specifications, drawings, procedures schedule, contracts and budgets and ensuring quality control standards including regular project calls and planning meetings.
- Exceed client communication expectations; as the primary contact for projects (both internal and external clients) providing timely and effectively communication in writing, in person, at remote meetings and on calls; is key to the success and expectations of the role.
- Manage the QC program including; specific site meetings with the Project Leader (PL) and then the client to confirm satisfaction prior to PL moving to another site or site signed off as complete as coordinated and managed through the field supervisors.
- Responsible for remaining within project profit conditions as outlined in bid estimates and provide feedback to the estimator during and following projects so the estimating systems remain current.
- Use the projects operations (Sage100 SSO) program and other project management software to ensure efficiency in scheduling and project execution to achieve effective department scheduling, estimating, procurement, timeline deliverables, minimized rework and other projects activities.
- Perform weekly review, sign off and submittal approvals of all staff payroll hours as administered by the Project Scheduler
- Perform monthly project “draws” approvals and coordinate the billing process with the projects accounting team.
- Oversee the ongoing “bulk buying” project process; including related warehousing, off-site agreements with clients and related project draws associated.
- Submit weekly, monthly and quarterly (winter, spring, summer, fall) work schedules to the projects support teams, team leaders, field and department supervisors, design and operations department co-managers and President & CEO; ensuring quarterly schedules are completed to allow for the long lead procurement and quoting cycle as coordinated through the procurement team.
- Ensure that weekly schedules are completed by administrative support, vetted and then sent to the team at large with copy to the President & CEO. Schedule are mandated to be sent to all departme
