The Assistant Project Manager is responsible for performing the assigned administrative duties of the project, as well as maintaining the project organization and flow; performing this work on time, at the highest practical standard of quality, at the lowest possible cost, and in a manner which will enhance our clients’ and A.R. Mays’ reputation.
1) Reports to the Project Manager
2) Directed by the Project Manager
1) CUSTOMER RELATIONS
Maintains a positive working relationship with all owner and design team representatives assigned to the job. Communicates with these representatives as frequently as necessary to keep them informed on the status of the job and any events that impact schedule, scope of work, and money. Reports any disputes or problems encountered to the Project Manager for strategizing resolution.
2) SUBCONTRACTS AND PURCHASE ORDERS
Assists the Project Manager in analyzing Scope Sheets, negotiating awards and writing subcontracts/purchase orders for various trades.
3) OWNER AND SUBCONTRACTOR CHANGE ORDERS
Generates and tracks change orders to owners and subcontractors.
Reviews subcontractor change requests for validity, accuracy and appropriate detail.
4) JOB COST REPORTS
Assists in analyzing Job Cost Reports with the Project Manager on a monthly basis.
5) RECEIVABLE ADMINISTRATION
Updates draft of monthly owner payment application for approval by Project Manager.
Reviews subcontractor applications for payment with the Project Accountant as needed.
6) PAYABLE ADMINISTRATION
Reviews and approves percentage complete for project payables with the Project Superintendent on a monthly basis. Reviews and codes General Invoice expenses. Submits to Project Manager for review and final approval.
Attends and participates in the monthly Assistant Project Manager meetings, and well as the following project meetings for assigned projects: weekly owner and subcontractor job site, turnover, pre-punch, punch and closeout meetings. Takes and distributes meeting minutes for owner job site meeting, and Assistant Project Manager meetings.
8) CONTRACT DOCUMENT UPDATES
Maintains an updated set of Contract Drawings throughout the course of the project. Distributes and tracks all contract document changes to the Project Superintendent and all subcontractors affected by the change per the direction of the Project Manager.
9) REQUEST FOR INFORMATION (RFI)
Reviews subcontractor RFI’s for validity, constructability recommendations and cost impacts.
Creates and tracks initial RFI and sends to architect.
Distributes RFI response from Architect to the Project Superintendent and all subcontractors affected by RFI.
Reviews RFI response for cost and schedule impacts.
Reviews submittals for conformity to specification and drawings per the direction of the Project Manager. Tracks all submittals and returns to subcontractors after architect review.
11) CODED ESTIMATES
Applies cost codes to all task items and submits to accounting upon receipt of the final estimate from the Estimating Department and as directed by the Project Manager.
Participates with the Project Manager and Project Superintendent in drafting the master schedule for each assigned project. Obtains updated schedule from the Project Superintendent and distributes to the Project Manager (weekly), subcontractors (monthly) and owner (in conjunction with the owner meeting).
13) PROJECT CONTROL SYSTEM (PCS)
Maintains PCS to ensure that all construction administration documents are filed in their appropriate file in a timely manner as the job progresses.
14) TEST RESULTS
Compares all soil and material test results for conformance with specifications. Notifies the Project Manager, subcontractor, architect and associated design firm immediately with any inconsistencies. Coordinates and follows up on the required resolution.
Obtains applications and permits from City and County Development Offices.
16) CERTIFICATION OF OCCUPANCY CHECK LIST
Reviews with the Project Superintendent the Certificate of Occupancy Check List to ensure all items are completed as required for final Certificate of Occupancy.
Distributes all completion and punch lists to every subcontractor affected by the list. Coordinates with the Project Superintendent on expediting and monitoring completion of all punch list items.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the position. While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position or to require that other or different tasks be performed when circumstances change (e.g. emergencies, changes in personnel, workload, rush jobs, or technological development.)