Construction Project Manager Associate

ABOUT THE POSITION :

The Claremont Colleges Services (TCCS) seeks a highly organized and detail-oriented Construction Project Manager Associate to support the Development and Central Facilities Services Departments in the planning, coordination, and delivery of capital improvement, maintenance, renovation, and construction projects.

Working under general supervision, the position provides project management and coordination support throughout all phases of project delivery, from initial planning and scope development through construction, closeout, and turnover. The position may independently manage and coordinate smaller, multi-trade projects under the guidance of the Construction Project Manager, while supporting larger and more complex projects.

The position is responsible for coordinating project activities with consultants, contractors, campus stakeholders, and internal staff; developing and tracking project schedules, budgets, contracts, and expenditures; coordinating procurement and project resources; monitoring project progress and identifying potential schedule, budget, or scope issues; facilitating project meetings and site walks; managing project documentation and communications; preparing project status reports; and supporting project closeout. The position also maintains the department’s plan room and project records and serves as a key point of coordination to help ensure projects are delivered safely, efficiently, on schedule, and within established budgets.

Maintains project databases and tracking systems, ensuring accurate, timely, and reliable project lists for Development and Central Facilities Services.

ESSENTIAL FUNCTIONS The following are the fundamental duties and responsibilities of this position which the incumbent must be able to perform to fulfill the purpose and requirements of this position.

Project Management – 20%:

Assist the Construction Project Manager in the planning, design, procurement, construction, and closeout phases of capital and maintenance projects.

Independently manage small-scale or multi-trade projects, as assigned, under general supervision.

Participate in project meetings and site visits to document progress, monitor activities, and identify issues requiring follow-up or resolution.

Review project schedules, contractor payment applications, change orders, and project status reports to support effective project delivery.

Coordinate and track follow-up actions resulting from project meetings, site observations, and stakeholder communications.

Assist in the resolution of routine project issues and coordinate corrective actions under the guidance of the Construction Project Manager.

Support the development of project budgets, cost estimates, funding requests, and financial reporting.

Monitor project scope, budget, schedule, and quality objectives, and provide regular updates to project managers and stakeholders.

Maintain project documentation and records to ensure compliance with organizational standards and project requirements.

Project Coordination – 50%:

Coordinate project meetings, including preparation of agendas, meeting minutes, action items, and follow-up activities.

Maintain project schedules, milestones, deliverables, status reports, and related documentation to support successful project execution.

Coordinate and facilitate communication among architects, engineers, contractors, consultants, vendors, and campus stakeholders.

Track and maintain project records, including Requests for Information (RFIs), submittals, change orders, punch lists, and project correspondence.

Coordinate project closeout activities, including collection of warranties, operations and maintenance manuals, training materials, and record drawings.

Provide responsive customer service and effective communication to internal and external stakeholders throughout the project lifecycle.

Project Administration – 25%:

Provide administrative and project support to the Facilities and Construction Project Management departments.

Maintain project files and records, including correspondence, contracts, consultant agreements, drawings, specifications, permits, reports, and other project documentation.

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