Senior Project Manager (Internal Developers)

POSITION PURPOSE
Internal Developers (ID) are 360 workplace strategists consisting of a team of multi-disciplinary consultants.
ID's combined knowledge from the real estate and built-environment provide their clients with data-led information to develop a future-proof workplace strategy - whether it be stay-vs-go, space optimisation, consolidation, or expansion.

The team can manage workplace projects of any scale for both the commercial and retail sectors which include existing premises refurbishments, new fit-outs and renovations throughout South Africa. ID deliver a total end-to-end business solution from inception to implementation.

EDUCATION
Certificate or higher in Project Management.
Degree in Interior Design / Architecture

EXPERIENCE
5 - 10 years of project management experience within the commercial construction sector. Experience in client relations, management and day-to-day operational skills.

KNOWLEDGE & SKILLS REQUIRED CORE TASKS & RESPONSIBILITIES
• Risk management knowledge
• Cost management knowledge
• High level of project management knowledge
• Construction documentation knowledge
• Health & Safety Knowledge

COMPUTER PROFICIENCY
• Microsoft Suite
• Microsoft Projects
• Email
• Internet
• Slack
• Powerpoint

WORKING CONDITIONS
• The project manager is expected to work in various working environments to perform his / her
duties and responsibilities, this can include on site and in the office.
• The project manager works a standard work week, but may be required to work some evenings
and weekends to meet project milestones and/or deadlines
• In case of emergencies, the project manager must be reachable by phone even after office
hours, including evenings and weekends.

ROLE & RESPONSIBILITIES
The focus of this role is to effectively oversee and manage a project. The PM is responsible for the high-level
planning of the project and is required to have an understanding and an ability to work towards budgets and
timelines. The PM is required to complete all projects on time and within budget.

Co-ordinating & Managing Subcontractors | Ensuring Exceptional Delivery of Services
Aim: Ensure that all subcontractors have a clear understanding of what they are expected to do in order to achieve success.
• Document, rate and vet contractors based on previous performance, price, quality and adherence to
timeframes.
• Perform contractor due diligence for all new contractors which includes site visits and reference checks.
• Update Internal Developers contractor management system as required.
• Appoint all contractors and suppliers timeously and based on ability, availability, quality and price.
• Ensure contracts are signed with all contractors, including expected payment terms.
• Maintain a good relationship with vendors through continuous communication and keeping up to date with
their offerings.
• Proactively lead the subcontractors to ensure that they are always delivering their best.
• Provide clarity to the subcontractors with regards to what is expected of them in the project.
• Build strong working relationships with subcontractors. Ensure that they are working towards achieving predetermined project objectives.
• Serve as a "resource go-to person" on whom others rely on for advice.
• Conduct regular site meetings with all contractors. Keep meeting minutes and ensure minutes are distributed within 24 hours of the site meeting.
• Maintain and communicate proper records and minutes of all meetings with the contractors.
• Ensure swift and prompt action when contractors fail to perform in any respect to avoid delays.
• Handle disputes with contractors on site in a professional and calm manner. Always keep the Internal
Developers Design values in mind when resolving conflict and disputes with others.

Project On-Boarding & Co-ordination | Ensuring Proper Planning
Aim: Organise, plan and oversee all projects with clear, continuous communication and efficiency with both internal and external stakeholders.
• Attend initial briefing meetings to better understand client's needs and to assist in the sales process.
• Work in collaboration with the Head of Design and Operations Manager, to assess the project deliverables
and formalise a project schedule according to activities, resourcing responsibilities, timelines, and complete
any other pertinent tasks.
• Receive information from the Operations Manager and or Lead Designer pertaining to the Concept Design
brief and budgetary/quotation and timelines requirements (and the nuances to consider).
• Conduct a site survey with the Designer prior to commencement on site to assess the feasibility of the
potential project.
• Flag any potential problems to the Operations Manager and or Designer as soon as possible and provide
options for solutions.
• Define the scope of work for the project. Assist the Quantity Surveyor to estimate the time and cost required to complete the project.
• Develop an understanding of what the project entails from start to finish. Communicate this to the internal
design team.
• Assist the Quantity Surveyor in preparing the initial high-level budget if required.
• Review, comment and highlight any areas of concern on the signed budget drawings before commencement of the project. Flag any potential problems to the Operations Manager , QS or the lead designer
• Comply with company purchasing procedures.
• Arrange project reconciliation meetings with Finance at each stage of project draw.
• Plan and sequence activities to ensure that the project is completed on time. Ensure sufficient time is
allocated to allow for minor delays and internal snagging.
• Produce realistic project timelines for each project. Ensure that timelines are completed in a comprehensive
Gantt chart for submission to the ID tean and client.
• Structure and allocate work according to the resources and availability of the subcontractors. Manage this
schedule on an ongoing basis.
• Effectively schedule time by assigning priorities to daily/weekly/monthly work activities.

Project Operations | Run and Oversee Project Activities and Processes
Aim: Ensure that day-to-day operations of projects are running smoothly and enable effective execution of the project.
• Ensure that all sites are fully H&S compliant.
• Enusre that the correct ID signage and site boards are on site
• Ensure that all project activities and tasks are organised and completed in a timely manner.
• Regularly update timesheets.
• Track the project against the agreed project schedule. Ensure that notice of potential delays is reported
timeously.
• Conduct regular site visits for Quality Check purposes and give feedback regarding concerns to the internal
team.
• Ensure that variation orders and additions on a project are given deadlines, which are communicated to the
client.
• Ensure variations and their amounts have been approved by the client prior to proceeding.
• Monitor and report on project progress to internal and external stakeholders.
• Attend weekly meetings with the Operations Manager and Finance Manager to discuss the progress and
finances of relevant projects and potential challenges.
• Submit weekly reports to the Operations Manager or other specified persons with a comprehensive outline of the project. Report to include dates of completion, changes to dates, information outstanding, site photos
(minimum of 10 per report) and other critical information.
• Ensure all site instructions, client requests, quote requests and so on have been included in the weekly
project updates with deadlines.
• Flag up potential delays to the project as result of outstanding information.
• To acquire detailed information about project specifications, organise one-on-one meetings with the design
team.
• Provide technical advice to the design department on the availability of resources and what aspects of a
project can and cannot be executed.
• Oversee co-ordination of all documentation required for the project.
• Enusre all practical and final completion certificates are issued and signed by the client
• On completion of the project, ensure that the full scope of works has been completed, and that credits are
given where due.
• Review the final project stage with the Operations Manager and client for any variances or snags and ensure
that they are addressed appropriately in accordance with SLA/Quotation requirements
• Prepare a snag list with the client within 7 days of practical completion on site. Ensure that the snag.

Client-relationship Management | Ensuring Client Satisfaction
Aim: Ensure client satisfaction and act as the point of contact with the client throughout the cycle of the project.
• Respond to clients timeously by returning phone calls as soon as possible and returning emails within 12
hours.
• Any client instructions on site should be followed up with an email and dealt with timeously.
• Prepare project update sheets on a weekly basis for submission to client.
• Touch base and follow up with clients regularly to see if they are satisfied with the project or if they have any concerns.
• Attend weekly (or otherwise specified) client site meetings. Communicate proper records and minutes of all
meetings with clients.
• Communicate and provide honest and clear feedback to clients.
• Maintain a good relationship with clients
• Maintain integrity of word. Follow up on promises.

Risk Analysis and Management | Producing High Quality Results
Aim: Manage risk to ensure high quality output, while driving an element of project excellence.
• Prioritise Health and Safety by ensuring that everyone on a project site is acting responsibly and using
Personal Protective Equipment (PPE).
• Ensure each site has a Health and Safety file and is compliant with regulations.
• Ensure each site meets all NBS and other legal requirements.
• Ensure council submission, where required, is submitted timeously.
• Manage the quality of the project and reduce potential complications on the project by ensuring that all
aspects of the building are up to specification.
• Check quality of the project throughout and communicate quality issues as and when they arise. Resolve
quality issues quickly and effectively.
• Liaise with Operations Manager and QS weekly to update them on the project's progress and to inform them of potential risks, and possible solutions.
• Monitor and identify potential problems and seek methods to minimize project risk.
• Provide and implement practical solutions in the event of potential problems.
• Demonstrate a commitment to consistent excellence and ensure that service meets quality expectations of
the company and clients.

General | Ongoing Additional Responsibilities
Aim: Additional responsibilities to ensure effective business processes and governance.
• Comply and update project management SOPs on a regular basis as required
• Maintain integrity of the company at all times.
• Keep abreast of industry standards, best practices and trends to ensure delivery of top quality projects to
ID's clients.
• Comply with all legislative requirements, policies and procedures of the business and ensure that this is met by all individuals within the business



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