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Job Description

The Project Manager will be responsible for the management of all aspects of construction / property project delivery across all stages of a project's life; from initial enquiry, scoping and design stages through to management of construction fit-out works, snagging and handovers phases. This includes the financial, H & S and risk management of the project. Liaising with Mitie finance and ops staff as required.

This will be a site based role working within The Scottish Parliament in Holyrood, Edinburgh.

• To deliver projects in a profitable, professional and creditable way, whilst endeavouring to exceed customer expectations
• Assist to improve further sales opportunities by direct liaison with the customer
• Ensuring all processes and procedures are followed, assisting other project managers as and when required
• To keep close professional contact with customers to be able to monitor customer satisfaction
• Adhere to the company Health & Safety policy
• To ensure compliance with the MITIE Maintenance Quality Management System and be instrumental in leading and implementing the procedures and instructions with particular attention to the areas of responsibility indicated in the document
• Overseeing all general site duties, meeting attendance and general PM duties as and when required

Main duties

The main duty of the PM is to be able to pro-active and self-sufficient in the management of all aspects of project development and delivery including fabric and M & E works .

An overview of the role is described below, but may expand or reduce depending on the scale of the project involved. The PM may be working with another PM or alone depending on the scale of the project. Whilst predominately based in The Scottish Parliament, the role may involve travel. The PM will be expected to manage their time, projects and place of work to be the most productive

Enquiry / Briefing stage

• Carry out project briefing process, with customer, consultants and contractors
• Develop scope of works, outline budget, programme and fee proposals
• Development of Project initiation Plan and Project Execution Plans

Design stage

Manage the full design development process including:

• All customer engagement
• Consultant design team management
• Co-ordination of all meetings
• Update all Project Documentation including, budget, programmes, risk registers and any other PM documentation
• Understanding of statutory consents, building warrant, Planning and landlord approvals
• Understanding and ability perform roles under CDM regulations.

Quotation/Tender Stage

• Development of scope of works for quote/tender purposes
• Development of tender packs
• Awareness of quote/tender process
• Tender analysis and recommendations
• Value engineering
• Forward billing analysis

Mobilisation and constructions phase

• Contractor appointments
• Purchase Order and contracts
• Pre-start meeting
• Construction Phase Plans, Risk Assessments and Method statements
• Mobilisation and lead time planning
• Site meetings, and H & S inspections
• customer engagement at all stages of consultation
• Variations / Valuations / change control

Practical Completion, Handover and snagging

• Practical Completion process
• Snagging
• Update asset management records
• Operating & maintenance manuals
• H & S file

As well as the general Project Management duties above, the successful candidate will be expected to support the growth and improvement of the team by becoming involved / supporting and / or leading in the below areas:-

• Able to drive project delivery at all stages of project life
• Ensuring all project files are fully up to date and all project admin is maintained and monitored
• Monthly billing cycle for project billing and contractor invoicing is adhered to, so that project finances are always reconciled within the account.
• Forecast project spend throughout full project lifecycle
• Carry out formal weekly updates with the customer/s and Account Manager
• All stakeholders are pro-actively and regularly kept up to date on all project developments
• Support the growth of the team, by assisting with quotes/tender submissions outside of core Mitie contract, and where necessary attending presentations, site surveys, meetings or other works
• Supporting account on Forward Maintenance and Risk Registers to identify project opportunities and present proposals to customers
• Support with developing the base PM processes and procedures of the team to improve the quality of service and delivery
• To operationally and financially ensure project delivery within budget and on programme
• To forecast and manage all project risks through Risk Register
• Follow established project process and procedure at all times
• Attendance on HR related courses to ensure competence in dealing with people management responsibilities
• Placing orders and ensuring sub-contractors are managed safely and efficiently
• Effective delivery of any electrical, mechanical, building fabric or any other associated project works
• Liaise with customer representatives and Contract Managers, to ensure that all works are completed within agreed timescales
• Undertake, where necessary, site safety, method statements, risk assessments and site inspections in line with MITIE Procedures.
• To raise purchase orders, in line with company procedures, where required
• To understand and complete all work related documentation accurately and on time
• To understand and comply with policies and procedures
• To carry out work in a safe and diligent manner
• To comply with all Health and Safety policies and procedures
• To attend and fully participate in training and appraisal activities as required for project role
• To undertake additional duties in line with capabilities as required

Qualifications and experience

To meet the high expectations of our demanding customer and internal colleagues, we are looking for candidates who are dynamic and confident in themselves and their (current) abilities, rather than just a conventional construction or fit-out project manager.

The candidate could come from a variety of backgrounds such as commercial fit-out, consulting, design or workspace change. The candidate could have a qualification in Project Management or Building Surveying, or indeed have come to project Management through an associated design or construction career. These are all equally valid; however, it is the candidate's Project and Project Management experience that is key, along with their approach and attitude to their work.

Our PM's need to understand and demonstrate excellent customer services, and ability proactively drive projects forward. Not relying on general project momentum to move a project forward.

The candidate needs to be creative and think innovatively about how we can improve as a team in the way we and our contractors work; be pro-active, empowered, energetic, assertive and commercially savvy to drive themselves and us forward.

• Professional Qualifications or accreditations, RICS, APM or other accreditations helpful but not essential.
• Prince 2, SMSTS, CDM in practice, and other Project Management related qualifications, skills and experience a benefit, but not essential. If you do not have a recognised Project Management qualification, you may be required to study for one as part of your career development.
• Knowledge of working with CAD plans, sections and other technical information essential
• Full Computer literacy, particularly with Excel, Word, PowerPoint and Microsoft Project
• Experience in working with a CAFM packages e.g. Maximo, Concept
• Familiarity of Building Regulations, Planning consents and Landlord approval and statutory consent processes is a benefit but not essential
• Understanding of tender processes, and compilation of tender development
• Understanding of project cost and change control processes.
• Able to demonstrate experience actively managing the delivery of projects in the property sector
• Strong customer and Customer focus and diplomacy skills.
• Able to demonstrate an excellent level of written and oral communication skills.
• Evidence of a proven track record of delivery of projects.
• Experience within Facilities Management sector beneficial but by no means essential
• Able to work out of hours to support project delivery needs is a requirement.

Level of Authority

• The job holder will have the authority to carry out their role on a day to day basis in accordance with company policy. The job holder will have authority to incur expenditure and to agree legally binding commitments on behalf of the company but these must be in accordance with the company authorisation limits.

Note

This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.

The successful candidate will be required to complete and successfully gain CTC Clearance.