Excellent English Speaking Project Manager and Personal Assistant

Position Description

The Production Manager’s Mission is to coordinate the on-time and on-budget completion of builds according to the initial job files and any addenda or changes made during the time the job is open. The Production Manager (PM) does this by updating Job Files and the records within, and through timely and accurate communication with Sales, Accounts Receivable, and Quality Control internally, and with Crews, Vendors, and Homeowners externally.

Position Requisites

The PM position requires the following knowledge, experience, and skills:


Position Responsibilities

The PM position comes with the following responsibilities:

1. Coordinate material drops and start builds within 14 days of receiving job file.

2. Request material quotes from suppliers.

3. Negotiate pricing with suppliers.

4. Update and run pre-cap to be managed by both PM and AR.

5. Schedule and build material delivery, dumpster delivery, and crew for build start date.

6. Group jobs geographically for best efficiency of QCJ (Quality Control Inspectors) and Subs.

7. Schedule all trades.

8. Notify (by phone call or email), homeowner, Sales Rep and QC of material drop, dumpster delivery and build schedule.

9. Hire and manage crews and verify references and insurance for any new crews.

10. Schedule QC to inspect trades - every trade needs to be inspected.

11. Coordinate problem repair issues.

12. Work closely with home owners to ensure a smooth project.

13. Lead pre-construction meeting for commercial and large residential builds

14. Contact homeowner at the end of each trade to ensure satisfaction prior to moving forward with additional trades.

15. Verify that subcontractor pay requests and/or charge/hold slips are accurate prior to sending to APM for payments.

---------- eck all labor and material bills against pre-cap prior to sending them to AP. Any bills that are five (5) percent over pre-cap need to be investigated prior to approval.

17. Red ink all material/labor bills.

18. Work closely with sales during build projects.

19. When the job is complete, call homeowner to ensure that the job the work was done to their satisfaction. Once you verified that job is complete, contact AR who will notify the Sales Rep that the job is complete to begin the collection procedures.

20. Manage fleet/vehicle maintenance.

Scheduling and Communication

1. Must read scope of work and clearly understand what work is being done on each job. If there are any questions regarding the scope, PM must call sales rep prior to calling HO to answer questions.

2. Within twenty-four (24) hours of receiving the job file, PM must call property owner letting them know that their job file has been received in our production department. During this phone call, PM should set expectations with HO, review scope of work to make sure it is accurate, and discuss a start date that is convenient for the HO.

3. Per the scope of work, all trades listed should be scheduled within 1 week of each other. Trades must be scheduled as follows:
a. Roof coordinate/scheduled at same time.
b. Exterior repairs.
c. Miscellaneous trades (paint, interior, etc.).

4. PM must call property owner two (2) days prior to work commencing, i.e. material drop.

5. Any delays in scheduling must be communicated with both HO and sales rep.

6. After trade is completed, PM must have QC verify the work is complete, in addition to calling the HO after each trade.

7. PM must confirm HO is satisfied after QC submits final inspection report. If there is any punch-out (damage by sub contarctors) work to be done, this must be scheduled within 24 hours of receiving Problem Repair Report or speaking to HO.

Quality Control Inspectors and Runners

1. Any issues in the field MUST go through PM each day.

2. PM must hold an early morning meeting each day, prior to QCs going into ---------- is the PM’s responsibility to strategically give an itinerary to each QC of their daily schedule. QCs must check-in with PM upon arrival and departure of each job site.

3. If QCs have a need in field, QC must call PM regarding what they need, and then the PM must call the runner or supplier to get materials needed.


Subs and Bids

1. For any Specialty Roofs, PM must get a minimum of two (2) bids on each file.

2. PM is responsible for coordinating one (1) subcontractor meeting per month in the office to discuss OSHA safety, rules and regulations. QCs must be in attendance during this meeting.

3. PM should be interviewing new subcontractors each month to add to the company.

4. PM must also check background of subs through BBB, Licensing/Bonding and Insurance, and any references listed, and a minimum of two (2) references must be called.

5. Anything over $5k on any Miscellaneous trade, PM must get a minimum of two (2) bids on each trade.

6. PM must be checking pre-cap numbers vs. the actual cost on the job and APPROVE all material and sub bills prior to paying invoices.

7. PM should never pay subcontractors. All checks will go through our AR ---------- mercial Projects

Property Owner must be contacted immediately and constantly updated throughout each stage before work begins on their job, in addition to progress updates throughout the entire process.
Bidding Process

Step 1: Send out an invitation to a list of subcontractors for each trade that includes a basic scope of work and bid requirements. General items to be included with subcontractor bids would be as follows:
1. Complete scope of work itemized out with pricing on what will be completed.

2. Estimated time line for scope of work to be completed.

3. Material Data Sheets for all materials to be used (MDSs are used to show the applications that are available for the products that they are using).

4. Requested draw schedule of project (this can always be negotiated but we need to know what to expect in order to set our draws up with customer accordingly).

Step 2: When sending out invitations, make sure to schedule a Walk-Through meeting for all contractors to attend that will be held at the job site. This saves the time and expense of having to conduct multiple and redundant meetings with multiple subs. (After the invites are sent out then you should follow up with each sub to do some PR work to see who will be attending.)

Step 3: Provide a scheduled date that all final bid packages need to be submitted by so that we can do a closed bid opening internally.

Step 4: has a pre-construction meeting to go over subcontractor bids and d ---------- which contractor will be used.
Step 5: Contact Property Owner immediately after meeting to give them a meeting overview.

Pre-Production Meeting

1. During this meeting all bids are reviewed by PM, upper management, and sales rep on job.

2. At this time we will assign subs to trades and begin commencement of job and draw schedule for the owners and office to sign.

3. Contact Property Owner immediately after meeting to give them a meeting overview.

Production Meeting Guidelines

1. Meeting must be held seven (7) days prior to commencement of commercial work. PM, Upper Management, QCs must all be in attendance for this meeting.

2. During this meeting, PM shall have prepared a spreadsheet with budget details itemized ---------- surance proceeds collected.

3. Job File must be pre-capped prior to this meeting.

4. Scope of work must be finalized during this meeting.

5. Timeline of work and discussing of funding should be discussed and agreed upon during this meeting.

6. Contact Property Owner immediately after meeting to give them a meeting overview.

Pre Start Date Meeting

1. An additional meeting should be scheduled prior to start date that includes PM, QC, Subs and Sales Rep to review timeline and scope of work so all are on same page.

2. Property Owner must be provided an escalation list and a tentative schedule of start dates on each trade being done.



Additional job descriptions will be discussed during the interview process