Quartz 4

Project Manager

5 min read

Project Manager (PM) - Job Description & Qualification Tasks

Primary Responsibility: To lead, plan, execute, and finalize BAS/energy projects according to strict deadlines and within budget, ensuring that all contractual and performance specifications are met to achieve high client satisfaction.

Prerequisites:

  • Bachelor’s degree in Engineering, Construction Management, Business, or related field (or equivalent experience)
  • Strong organizational, communication, and leadership abilities
  • Technical aptitude and willingness to learn BAS systems
  • Experience in construction, engineering, or technical project management preferred

Career Path: This is a standalone professional role with opportunities for advancement to Senior Project Manager, Program Manager, or Director of Operations based on company growth and individual performance.

Assessment Methods

  • Project performance metrics: on-time delivery, budget variance, quality scores
  • Written exam on project management methodology and BAS fundamentals (80% passing score)
  • Client satisfaction surveys (minimum 4.5/5.0 rating)
  • Financial performance: projects completed within 5% of budget
  • Supervisor evaluation of leadership, communication, and problem-solving
  • Peer review from field staff on coordination and support quality
  • Portfolio of successfully completed projects with lessons learned documentation

Key Tasks for Qualification

    1. Project Planning: Develop a comprehensive project plan, including WBS (Work Breakdown Structure) and critical path analysis (Gantt chart).
    1. Project Planning: Define project scope and deliverables, involving all relevant stakeholders (client, engineering, field teams).
    1. Financial Management: Monitor project budget daily, tracking actual costs against budgeted costs (WIP reporting).
    1. Financial Management: Review and approve vendor invoices and subcontractor billings related to the project.
    1. Communication & Client Relations: Conduct formal project kick-off meetings with the client and internal teams.
    1. Communication & Client Relations: Manage all change order requests, creating documentation, negotiating pricing, and securing client approval before execution.
    1. Execution & Closing: Schedule and lead regular site coordination meetings with general contractors and other trades.
    1. Execution & Closing: Complete final project closeout documentation, including as-builts, warranty papers, and final payment collection.
    1. Risk Management: Identify, document, and mitigate at least two high-priority project risks (e.g., material lead times, labor shortages).

Foundational Training (Before Role-Specific Courses)

  1. BAS Technical Foundations: Abbreviated technical overview of building automation systems, major components, installation process, and commissioning. Understanding what you’re managing is critical.

  2. Construction Project Management Fundamentals: Overview of construction phases, stakeholder management, and industry-specific challenges.

  3. Contract Law & Change Order Management: Understanding construction contracts, scope changes, and legal implications.

  4. Company Project Lifecycle: How projects flow through the organization from bid to closeout, and the PM’s role at each stage.

Required Training Course List

  1. Project Management Fundamentals: WBS, Critical Path Method (CPM), and Scope Definition.

  2. BAS Project Lifecycle & Stakeholder Management: Navigating the construction phase from bid to handover.

  3. Advanced Financial Controls: Work In Progress (WIP) Reporting, Cost Tracking, and Budget Variance Analysis.

  4. Subcontractor and Vendor Management: Invoicing, Billing, and Payment Procedures.

  5. Client Communication & Kick-Off Strategy: Leading formal project initiation meetings.

  6. Change Order Procedures: Negotiation, Pricing, and Formal Documentation.

  7. Site Coordination & Logistics: Running site meetings and coordinating with General Contractors (GCs).

  8. Project Closeout Procedures: Creating As-Builts, Managing Warranties, and Final Payment Collection.

  9. Project Risk Management: Identification, Documentation, and Mitigation Strategies.

  10. Service Fusion Project Management Module: Complete mastery of project tracking, task management, and financial reporting within Service Fusion.

  11. Estimating and Proposal Development: Understanding how projects are priced and scoped (supports change order pricing).

  12. Conflict Resolution and Team Leadership: Managing difficult conversations, motivating teams, and problem-solving.

  13. Client Expectation Management: Proactive communication strategies to prevent and resolve issues.

Optional/Advanced Training

  • Project Management Professional (PMP) Certification
  • Certified Associate in Project Management (CAPM)
  • Manufacturer-specific project management certifications
  • Advanced construction scheduling software (MS Project, Primavera, etc.)
  • Lean construction and Six Sigma for process improvement
  • Building Information Modeling (BIM) coordination
  • LEED project management and sustainable building practices
  • Negotiation and mediation techniques

Cross-Training Opportunities

  • Shadow experienced PMs through complete project lifecycle
  • Attend pre-construction and estimating meetings
  • Spend time in the field with Installers and Field Specialists to understand day-to-day challenges
  • Shadow Network Specialists, Programmers, and Graphic Developers to understand technical deliverables
  • Work with Accountant on project financials and billing cycles
  • Participate in service contract negotiations to understand ongoing maintenance
  • Review Dispatch Coordinator workflows to understand project-to-service transition
  • Attend client meetings across various project phases

Qualification Checklist

Before being considered fully qualified, the Project Manager must demonstrate:

  • Successfully manage 5+ projects from start to finish as lead PM
  • Complete projects within 5% of budget (over/under) for 3 consecutive projects
  • Deliver 5+ projects on or ahead of schedule
  • Achieve client satisfaction rating of 4.5/5.0 or higher across all managed projects
  • Successfully negotiate and execute 10+ change orders with full documentation
  • Coordinate with GCs and other trades across 10+ construction sites
  • Complete full closeout documentation for 5+ projects including as-builts and warranties
  • Identify and mitigate project risks, preventing at least 3 potential schedule/budget impacts
  • Pass written exam on PM methodology and BAS fundamentals (80%+)
  • Lead 20+ project coordination and client meetings effectively
  • Manage 2+ projects simultaneously without quality degradation
  • Receive positive peer reviews from field staff and subcontractors
  • Receive supervisor sign-off on all 9 key qualification tasks

Timeline Expectations

Typical Duration: 12-18 months to full qualification

  • Months 1-3: Foundational training, shadowing experienced PMs, assisting on active projects
  • Months 4-6: Co-managing smaller projects with oversight, learning financial controls
  • Months 7-12: Lead PM on 1-2 smaller projects, building competency and confidence
  • Months 13-18: Managing multiple projects independently, pursuing optional certifications
  • Ongoing: Continuous professional development, mentoring junior PMs

Note: Timeline may be shorter for candidates with prior construction PM experience, engineering background, or relevant certifications. Technical aptitude and leadership skills are critical for success.

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