The Role. The Project Manager will provide the communities with a high level of expertise and support and will oversee and be accountable for all aspects of capital management on multiple apartment communities, from the pre-construction design and planning phase through completion and turnover to the on-site team.
The Key Responsibilities.
To develop, oversee and implement the Capital Improvement Plans (CIP) and strategies for their assigned portfolio of communities.
To plan, program, design and oversee capital projects, through closeout, for assigned portfolio of communities.
Assist the Director of Facilities (DOF) in completing various tasks on their assigned portfolio of communities including developing the Operations and Maintenance Manuals (OMM), developing and overseeing Regional Pricing Initiatives (RPI), and performing physical property and initial capital cost assessments during due diligence (DD) and community acquisition.
The Basics. Capital Improvements Plan:
The PM will assist the DOF to develop, oversee and implement a comprehensive Capital Improvement Plan for each community in their assigned portfolio. This plan is to contemplate work or projects that cost at least $5,000 and have a useful life of at least 3 years. A properly developed CIP will: o Facilitate the coordination between capital needs and the operating budget o Consider the owner's financial objectives o Account for the expected and remaining usable life of the structures, systems and components o Work with the community's current Operations and Maintenance Program o Identify projects or work that are necessary to keep the property competitive in the market through property audits, physical inspections, and researching market changes o Encourage careful project planning and design to avoid costly mistakes o Establish a written 5 year capital plan based on community needs, project priority, and Owner objectives.
Capital Project Management:
The PM will execute the approved capital plan by developing project budgets, scopes of works, facilitating the bidding and contracting processes, and overseeing the project during all phases of execution and closeout
Planning o Coordinate with DOF/Owner to design project in a cost-effective manner that meets Ownership objectives and their property hold strategy. o Provide conceptual estimates and schedules, based on capital improvement plan and rough sketches. o Inspect and evaluate site o Preliminary estimate of cost to construct. o Preliminary budgets of cost to construct.
Programming o Define project requirements in terms of scope, quality, cost and time. o Coordinate with architect and other professionals on preliminary and working drawing design to design project in a cost-effective manner. o Provide preliminary estimates and budgets of cost to carry out the work. o Define major project tasks and establish milestone dates.
Design o Work with architect and/or other professionals on final plans, materials lists, and project elevations. Verify completeness, accuracy and code compliance. o Create bid packages, including finalized scopes of work and plans, and define bid procedures and timeline. o Coordinate bid package release and submittal in accordance with defined bidding procedures. A minimum of three (3) separate contractor estimates are required per trade. o Analyze estimates and prepare final budget and contractor recommendations for approval. o Complete contracts, scopes of work, and final material selections and purchase orders. o Identify and begin recruiting, hiring, and managing all on-site personnel, in accordance with approved budget and project needs. o If necessary, set up on-site construction office, including coordination of site trailer and temporary utilities in accordance with approved budget. o Preliminary meetings with utility companies and site personnel to establish parameters and requirements. o Schedule and chair pre-construction meetings with the contractors and suppliers to prepare them for upcoming work.
Construction o Accountable for cost compliance and completeness to eliminate/reduce subcontract questions. o Preliminary meetings with utility companies and site personnel to establish parameters and requirements. o Coordinate, direct and monitor the activities of the contractors and suppliers. This includes all aspects of safety and quality. o Manage and maintain the project schedule as required to guide construction to a successful completion in accordance with all project plans, specs and change orders. o Coordinate construction activities to minimize interference with resident comfort and business operations. o Coordination of municipal approval and permitting process. Ensure proper work compliance with all Local, State and Federal agencies. o Monitor projects to ensure that plans, specifications, codes and regulations are being observed and followed. o Monitor and ensure appropriate use of equipment, facilities and inventory. o Investigate equipment, structures and/or material for problems or defects. Coordinate repairs and/or replacement for found deficiencies. o Review and make appropriate recommendations regarding all construction change order requests including materials changes and timeline extensions. o Approve all contractor draw requests and coordinate Owner/lender draw packages. o Prepare regular reports on construction and related issues at assigned intervals.
Closeout o Gather warranty info and technical sheets for all products and services used for the project. Assemble into binder to be stored on-site. o Provide on-site staff with any preventative maintenance needs for systems and components that were installed/upgraded as part of the project. o Schedule warranty walks based on warranty periods for each product and service used for each project.
Operations and Maintenance Manual:
Creation of the OMM requires a thorough understanding of the construction, systems and components of a community. As such, this information is be obtained by the PM through on-site inspection, remote survey and other research. In addition, certain elements and environmental concerns that pertain to or are impacted by governmental laws or regulations may require the use of third party consultants to inspect, test for and create proper maintenance procedures.
As the OMM must be tailored for each community, the PM must be able to research, evaluate and determine the best methods and processes for each community and once determined create each Community's written OMM.
Regional Pricing Initiatives:
The PM is responsible for assisting the DOF in implementing and overseeing the Regional Purchasing Initiatives (RPI) and maintenance related expense analysis for their assigned portfolio of communities. As part of an effective RPI program, the PM must provide a clear focus on achieving measurable and quantifiable returns and a clear commitment to making decisions on the basis of verifiable data, rather than assumptions and anecdotal feedback.
Due Diligence, Property Acquisition and Disposition:
The PM is responsible for assisting the DOF in completing the Alliance physical condition assessment during the due diligence process. This includes oversight, summary and recommendations from unit interior inspections, work order audit and any third party vendor analysis. The PM is to provide an initial capital and non-routine budget to be presented to the owner. The PM will develop an action plan to complete noted deficiencies and non-routine work for the community.
BA/BS in a related field of education required
A minimum of 5 years previous experience in apartment construction or related field in the designated market
Alliance Residential Company is a fully-integrated multifamily real estate operating company focused on the development, acquisition, construction and management of residential and mixed-use communities in the United States. Headquartered in Phoenix, Alliance has 26 regional offices divided among six regions throughout the U.S. Over the past 13 years, Alliance has become one of the largest private... apartment owners and the 15th largest management company in the nation, boasting a $7.0+ billion portfolio, 59,000 units in 24 metropolitan markets and a presence in 15 states.