Job Description
Responsibilities
Supports project management staff throughout the duration of several projects
Receives, monitors, files and tracks project information
Gathers, prepares, and distributes project information, contact information, requirements of landlords relating to construction and moves, plans, agendas, move information, Certificates of Insurance
Attends meetings, takes meeting notes and prepares meeting minutes
Creates and distributes engagement forms
Prepares bidding documents and assists in the identification and evaluation process of consultants and contractors as necessary for each project
Reviews and inputs vendor intake forms, requisitions, change orders, payment applications and other invoices associated with the project
Maintains and completes cost reports throughout the duration of the project
Issues regular status reports to personnel regarding work in progress
Clears through channels organizational changes contemplated, actions planned implying commitments and expenditures in excess of approved budget
Establishes goals and objectives with timetables for the supported staff
Contacts vendors with open POs for final invoices and payments. Coordinates financial close of projects with client
Responsible for obtaining closeout documentation including plans, maintenance manuals, warranties and other required documentation
Prepares Tenant improvement Allowance letters and required documentation for project managers’ review and submission to the appropriate landlords
Maintains and tracks TIA collections and updates
Performs related assignments as required in the daily operation of the group
Manage new vendor set up. Request info from vendor, work with Procurement and finance to get vendor approved and signed into system
Manage fund transfers between projects; assist as needed on project budget issues
Qualify GC’s for interest in bidding during budgeting and RFP (GC Procurement, including NDA and RFP issuance, contract routing, and tracking. Maintains standards/version control of RFPs, Bid Forms, and Contracts)
RFP template preparation (with critical input from PM) / Issue RFP
Generate bid abstracts for review by PM / Collect and follow up on RFI’s and submittals
Review invoices, advise PM review is complete for easy approval
Work with Capital Finance on preparation and submittal of all Tax Exempt Certificates
GC Invoice processing and tracking / Work with invoicing team on any issues with system and billing
Manage punch list to completion (PM oversight) – Per PM
Manage weekly project communications with client
Assist and report data requested from client including Cost Savings, KPIs, Scorecard data, etc.
Weekly tracker review with PM / Correcting Error Report
Manage close out material, communicate project close out progress on Close out Tracker. Weekly updates on close out tracker. Update Sean on project close out dates and removal from Tririga and tracker
Provide back-up support to PM’s during travel and provide back up for PCs
Requirements
A high school diploma is required. A Bachelor’s degree from an accredited college with a major in Project Management, Finance, Business, Design, Architecture, or Facilities Management is desired but not essential
2-3 years of related experience in a project management environment
Ability to develop excellent client relations, client management and team budgeting practices relations
Must have a basic knowledge of generally accepted accounting and
Superior oral and written communication skills required
Ability to multi-task and manage workload in a matrix environment
Software competency: Word, Excel and PowerPoint
Familiarity desired with Microsoft Project and database applications
Competency desired in project management software
Administrative ability
Must be highly organized, detail-oriented, and with a strong attention to accuracy
Physical Requirements
Involves work of a general office nature; typically includes extended periods of sitting and/or operation of a computer for up to 8 hours a day
Regularly required to talk, hear, and use hands and fingers to write and type
Ability to speak clearly so others can understand you
Ability to read and understand information and ideas presented orally and in writing
Ability to communicate information and ideas in writing and orally so others will understand
Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer displays
Cushman & Wakefield is always looking for great talent to join our team. We are currently building our talent pipeline for future business wins. Please view and apply if you are interested in learning more about this potential opportunity and any others we expect to have open shortly
Cushman & Wakefield provides equal employment opportunity. Discrimination of any type will not be tolerated. Cushman & Wakefield is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or any other characteristic protected by state, federal, or local law.
