Project Manager

Job Description

Role Responsibility Expectation Document

Position: Project Manager Lead

Effective Date: April 07, 2025

Department: Projects

Reports To: Jeremy Worley, Lead Project Manager

Key Collaborators: Project Manager Lead, Cost Controller, Costrack Administrator, Accounting, Procurement

Role Overview

The Project Manager (PM) is responsible for overseeing the planning, execution, and successful completion of multiple high-impact projects within the organization. This role serves as the primary point of accountability for project delivery, ensuring alignment with strategic objectives, timelines, budgets, and quality standards. The PM works closely with the Project Manager Lead, Cost Control Administrator, CosTrack Administrator, Accounting, and Procurement teams to ensure financial accuracy, resource availability, and system compliance. This position demands strong leadership, technical expertise, and effective collaboration across departments to mitigate risks and optimize project outcomes.

Key Responsibilities

1. Project Planning and Strategy

Develop Project Frameworks: Define project scope, objectives, deliverables, and success criteria in collaboration with stakeholders.

Resource Allocation: Work with Project Scheduler to identify and assign resources for project feasibility and efficiency.

Schedule Management: Oversee the Project Scheduler in creating and maintaining detailed project schedules, identifying critical paths and dependencies; review and approve adjustments to meet deadlines.

Risk Assessment: Conduct risk analyses with input from the Project Manager Lead and Cost Controller, develop mitigation plans, and proactively address potential obstacles.

2. Execution and Delivery

Task Oversight: Monitoring of project phases, ensuring tasks are completed on time, within scope, and to quality standards.

Vendor Coordination: Partner with Procurement to manage relationships with contractors and suppliers, ensuring compliance with contracts and timely delivery of materials.

Change Management: Propose changes to project scope or plans as necessary, securing stakeholder approvals and communication of impacts.

3. Stakeholder Communication

Executive Communication: Serve as the primary point of contact for senior leadership, delivering concise, actionable updates on portfolio status, risks, and opportunities.

Reporting: Provide regular updates to leadership and stakeholders on project status, risks, and key decisions, incorporating input from the Project Scheduler and Cost Controller.

Expectation Management: Align stakeholder expectations with project realities, negotiating trade-offs (e.g., cost vs. scope) with support from Accounting and Procurement.

Escalation: Identify issues requiring executive input, collaborating with stakeholders to escalate promptly with actionable recommendations.

4. Budget and Cost Control

Financial Oversight: Work closely with the Cost Controller and Accounting to develop, track, and manage project budgets, ensuring expenditures align with approved funding.

Financial Reporting: Provide leadership with regular portfolio-level financial summaries, highlighting variances and corrective actions.

Procurement Support: Collaborate with Procurement to secure materials, services, and approvals (e.g., POs, NDAs) in a timely manner, ensuring cost accuracy in Costrack with the Costrack Administrator.

Cost Optimization: Partner with the Cost Controller to identify cost-saving opportunities without compromising quality or safety, integrating findings into project plans.

5. Quality and Compliance

Standards Enforcement: Ensure all project activities comply with organizational policies, industry regulations, and safety standards, with oversight from the Project Manager Lead.

Quality Assurance: Oversee testing, inspections, and validation processes, ensuring deliverables meet specifications as validated by the Project Manager Lead.

Documentation: Maintain accurate records of project plans, decisions, and financials for audits and reference.

6. Strategic Leadership

Decision Support: Provide data-driven insights and recommendations to leadership, leveraging cost data from the Cost Controller and market inputs from stakeholders.

Process Improvement: Identify and implement best practices in collaboration with the Costrack Administrator and Procurement to enhance project management efficiency.

Mentorship: Supervise and mentor any direct reports, fostering accountability, skill development, and high performance.

Process Optimization: Drive continuous improvement in project management practices, collaborating with Project Manager Leads and key departments.

Capital Investment: Lead discussions on major capital decisions (e.g., infrastructure upgrades), providing data-driven recommendations to executives.

Performance Expectations

1. Timeliness

Deliver projects on or ahead of schedule, with critical milestones met consistently through effective oversight of the Project Scheduler.

Respond to stakeholder inquiries and escalations.

2. Budget Adherence

Maintain project costs within approved budgets, validated by the Cost Controller and Accounting, unless changes are formally approved.

Identify and report cost overruns or savings opportunities with the Cost Controller within one week of detection.

3. Quality and Safety

Achieve zero major quality defects or safety incidents.

Ensure 100% compliance with regulatory and contractual requirements, verified with Procurement and Accounting.

4. Stakeholder Satisfaction

Maintain a stakeholder satisfaction rating of 85% or higher (based on feedback surveys or reviews).

Resolve escalated issues within agreed timelines, minimizing disruptions with

5. Strategic Impact

Deliver projects that align with organizational goals, contributing to measurable outcomes (e.g., revenue growth, efficiency), with financial validation from Accounting.

Propose at least one process improvement per project cycle, coordinated with the Costrack Administrator, to enhance future performance.

Skills and Competencies

Technical Expertise: Proficiency in project management tools (e.g., MS Project, Primavera) and understanding of cost tracking systems (e.g., Costrack).

Leadership: Ability to supervise and motivate the Project Manager and Project Scheduler while fostering collaboration with cross-functional teams.

Analytical Thinking: Strong problem-solving skills to assess risks, costs, and schedules with input from the Cost Controller and Project Scheduler.

Communication: Clear, concise, and persuasive communication with technical (e.g., Procurement) and non-technical (e.g., Accounting) audiences.

Negotiation: Skill in managing vendor contracts with Procurement and resolving resource conflicts with the Cost Controller.

Adaptability: Flexibility to adjust plans based on feedback from the Project Manager, Project Scheduler, or financial updates from Accounting.

Key Deliverables

Project Plans: Comprehensive schedules (approved with the Project Scheduler), budgets (aligned with the Cost Controller), and resource plans (coordinated with Procurement) submitted within two weeks of project initiation.

Status Reports: Weekly updates detailing progress, risks, and next steps, incorporating Costrack data and accounting inputs, distributed to stakeholders.

Cost Estimates: Detailed cost breakdowns for major decisions, prepared with the Cost Controller, within 48 hours of request.

Closeout Reports: Final documentation summarizing outcomes, lessons learned, and financial performance, compiled with Accounting and the Costrack Administrator, within one month of project completion.

Collaboration Expectations

Key Collaborators:

Cost Controller: Partner to monitor budgets, validate costs, and identify savings opportunities.

Costrack Administrator: Ensure accurate cost tracking and reporting within the Costrack system; align on process improvements.

Accounting: Validate financial data, process payments, and ensure budget compliance.

Procurement: Secure resources, manage vendor contracts, and expedite approvals (e.g., POs, NDAs).

Other Teams: Work with engineering, operations, and leadership to align efforts and secure resources.

Full-time