Project Manager

POSITION SUMMARY

The Project Manager is responsible for planning, coordinating, and executing improvements, maintenance, and restoration projects across Pelican Property Management’s portfolio of managed communities. This role serves as the primary point of accountability for project scope, schedule, budget, and quality — coordinating vendors, contractors, engineers, and internal staff while keeping boards of directors, property managers, and residents informed throughout the project lifecycle.

Success in this role requires strong technical knowledge of building systems and construction methods, the ability to manage multiple concurrent projects across different properties, and the communication skills to work effectively with volunteer boards, owners, and residents in occupied buildings.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Project Planning and Execution

• Manage assigned capital, maintenance, and restoration projects from initial scoping through closeout and warranty period.
• Develop project scopes of work, timelines, milestones, and sequencing plans; identify constraints and dependencies before work begins.
• Conduct site walks and property condition assessments to define project needs and validate contractor proposals.
• Coordinate with engineers, architects, and consultants on design documents, specifications, and construction administration.
• Monitor project progress against schedule and proactively resolve delays, changed conditions, and field issues.
• Verify completed work against specifications; manage punch lists, final inspections, closeout documentation, and warranty turnover.

Vendor and Contractor Management

• Prepare and issue requests for proposal (RFPs); solicit, level, and analyze competitive bids.
• Recommend contractor selection to property management and boards with supporting cost, scope, and qualification analysis.
• Review contracts, insurance certificates, licensing, and lien waivers prior to work commencing.
• Serve as the day-to-day contact for contractors on site; enforce contract terms, schedule commitments, and quality standards.
• Review and approve pay applications, invoices, and change orders against work actually completed.
• Evaluate vendor performance and maintain a qualified vendor network.

Budget and Financial Oversight

• Develop project budgets and cost estimates; track actual costs against budget throughout the project.
• Review and validate change order requests, negotiating pricing and scope adjustments as needed.
• Support long-term capital planning, reserve study coordination, and multi-year project forecasting.
• Provide accurate cost reporting to property managers, boards, and leadership.

Communication and Client Relations

• Present project recommendations, budgets, and status updates at board and committee meetings.
• Provide clear, timely updates to property managers, boards, owners, and residents — including notices regarding access, noise, utility interruptions, and staged work.
• Respond to owner and resident questions and concerns related to active projects.
• Partner with on-site management and maintenance staff to minimize disruption to building operations and residents.

Compliance, Safety, and Documentation

• Coordinate permitting and inspections with applicable municipal and regulatory authorities.
• Verify that all work complies with applicable building codes, governing documents, and association requirements.
• Monitor contractor safety practices and jobsite conditions; escalate hazards and unsafe practices immediately.
• Maintain complete and organized project records, including contracts, drawings, submittals, RFIs, change orders, inspection reports, photos, and correspondence.
• Support insurance claim and restoration work as needed, including documentation and coordination with adjusters and restoration contractors.

Other

• Perform other duties as assigned in support of the operations and property management teams.

SUPERVISORY RESPONSIBILITY

This position does have direct reports. The Project Manager provides direction and oversight to contractors, vendors, and consultants performing work on assigned projects.

QUALIFICATIONS

Required

• Minimum of five (5) years of progressive experience in maintenance, construction, restoration services, or an equivalent combination of education and experience.
• Demonstrated experience managing multiple concurrent projects, including scope development, scheduling, budgeting, and contractor oversight.
• Working knowledge of building systems, including roofing, envelope and waterproofing, concrete and structural repair, mechanical, electrical, and plumbing.
• Ability to read and interpret construction drawings, specifications, proposals, and contracts.

Preferred

• Strong written and verbal communication skills, including the ability to explain technical issues to non-technical audiences.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and the ability to learn project management and property management software.
• Valid driver’s license, reliable transportation, and the ability to travel regularly between properties.
• Ability to pass a background check and any client- or property-required screening.
• Experience in property management, community associations (condominium or HOA), or multifamily/commercial real estate.
• Experience with insurance restoration, water/fire/storm damage projects, or large-scale building repair programs.
• Experience presenting to and working with volunteer boards of directors.
• Relevant credentials such as PMP, CCM, general contractor license, OSHA 30, IICRC certification, or CAM/CMCA designation.
• Bachelor’s degree in construction management, engineering, business, or a related field.

CORE COMPETENCIES

• Project ownership — takes accountability for outcomes from start through closeout.
• Problem solving — identifies issues early and brings solutions, not just escalations.
• Organization — manages competing priorities and deadlines across multiple sites without losing detail.
• Vendor accountability — holds contractors to scope, schedule, budget, and quality.
• Client focus — builds trust with boards, owners, and residents through responsiveness and follow-through.
• Judgment — makes sound decisions in the field and knows when to escalate.
• Integrity — handles bidding, contracting, and financial approvals with transparency and consistency.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is performed in both office and active construction/jobsite environments. The role requires:

• Frequent travel between properties and job sites.
• Regularly walking properties, including stairs, rooftops, ladders, mechanical rooms, and confined or elevated areas.
• Ability to lift and carry up to 25 pounds occasionally.
• Exposure to outdoor weather conditions, noise, dust, and construction hazards; use of required personal protective equipment.
• Occasional evening availability for board meetings and after-hours response for emergency or restoration events.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.