Associate Project Manager

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Job Summary

As a member of the project management team in the Facilities Planning, Design and Construction Department (PDC), the Associate Project Manager reports to Team Lead within Facilities, Planning, Design and Construction.

The Associate Project Manager's primary responsibility is supporting the management of capital improvement projects, annual laboratory, and office renovation projects within the Caltech complex. The role involves supporting and working on complex projects for various Divisions and Departments. This requires knowledge of project management best practices from project inception through project close-out.
Essential Job Duties

• Support of conducting comprehensive research on project needs, the support of integrating project functions within the framework of ongoing activities within the Institute, advising customers on project plans, supporting the design and construction of multiple projects, assist in preparing budgets, schedules, scopes of work, meeting minutes, status reports, scheduling meetings, and managing meeting logistics.
• Responsible for assisting in developing construction contracts; supporting the bidding process, documentation, invoices, change orders, commissioning, and close-out of the projects.
• Maintain close working relationships with management, stakeholders across the Institute, Institute clients and external design and construction professionals.
• Work collaboratively with the Divisions and Departments in developing project scope, prioritizing items, support the identifying value engineering opportunities, collaborating with operations and internal architects and engineers to define project scope early throughout the design phase.
• Create and present draft budgets and support the delivery of projects within budget constraints.
• Facilitator between departments such as Facilities Operations, EH&S, Security and Parking, Finance, IMSS, and others as needed to establish successful projects from beginning through completion.
• Manage 2-4 small projects independently with the guidance from the Team Lead.
• Support the project management team on larger construction projects in project meetings, submittal and RFI management, AiM processes, project management software, and more.
• Support and compile the necessary documentation in preparation for bidding to architects and engineers, contractors, and other consultants/vendors. Support the construction progress through in-person and virtual meetings, consultations, and field observations.
• Coordinate the QA/QC process with contractors, engineers, architects, PDC technical team, Facilities Operations, EH&S, IMSS, and others as needed.
• Support the review and approval process throughout the design and construction phase for adherence to Caltech design standards, project specifications, and local / government code compliance and regulatory standards.
• Manage the bidding process in collaboration with the Contracts Manager.
• Support the development of the scope of project and inform the project management team when it is necessary to obtain additional approval for scope creep with various leaders and monitor throughout the project.
• Provide design and construction administration support, coordinating with engineering consultants and PDC staff to review construction documents, submittals, RFIs, issues, and field observation reports.
• Provide administrative support (AiM) with pay apps, invoices, purchase orders, change orders, potential change orders, small construction contracts, IWAs, IWAAs, develop work orders, purchase requests via work orders, budget revision/management, and allotment requests on small projects.
• Prepare draft progress and financial reports for all on-going projects.
• Advise customers and stakeholders on project plans, effectively support the management of client expectations throughout the planning,…