Job Description

Role Summary

The Project Manager Apprentice is a PM training seat that begins with supporting the Project Manager by assisting with project administrative work. This role is a training and development role that functions behind the scenes; all client and vendor communication is handled by the Project Manager until specific vendor communication responsibility is handed over with the ownership of defined scopes of work. This role is a developmental position designed to build foundational project management skills through hands-on exposure, structured guidance, and active participation in daily project operations. As part of learning about construction and how Koehn manages projects, it is also expected that the PMA will spend some time in the field learning how projects are constructed and managed in the field and what the internal customer (Job Super) needs from a Project Manager. PMA’s will also be expected to attend meetings and prepare meeting minutes.

Core Responsibilities

Planning and Documentation Assistance

• Help to manage and measure vendor pre-qualification process on projects.
• Ownership of ProjectSight documents once the initial project is set up.

Procurement Assistance

• Review and help compile all required pre-start documents
• Document any risks identified during Precon or PM kickoff meetings
• Administrative Support for procuring materials and subcontractors on a project, help draft SOW, batching and sending contracts etc. Final ownership is still the PM’s responsibility.
• Compile submittal logs and submittal packages for the PM to review and approve.

Financial Controls Assistance

• Help to actively manage active phase codes inside of a project
• Admin support for Issues, RFIs, and change Management
• Assist with keeping CPM schedule coordinated with the active Takt Schedule
• Assist updating the Pm scorecard on a weekly basis

Project Closeout Assistance

• Ownership of closeout documents and commissioning documentation
• Assistance with getting items resolved quickly on punchlist
• Support the PM in the project close out process

Warranty Assistance

• Admin support for warranty projects and related documentation

Developmental Ownership of Responsibilities

• Entry Level, Manage all temporary facilities on the project, planning, procurement, billing approval, installation and removal.
• Intermediate Level, Ownership of additional minor and non-critical scopes of work, planning, procurement, billing approval, issues, communication, etc.
• Advanced Level, Ownership of major and critical scopes of work, including planning, procurement, schedule, financial controls, billing, issues, communication, and closeout. The PM retains ultimate accountability, but the PMA performs most of the PM responsibilities for the assigned scope.
• Transition to full PM Level 1, Once the PMA has successfully managed all levels above and has been trained and understands the entire Koehn Way relating to a PM’s responsibilities, the Senior PM will select a smaller and less critical project for the PMA to manage as the first project as a PM.

Key Measurables

• Accuracy and understanding of construction documents as contractual documents.
• Minimal corrections needed for procurement documents
• Complete understanding of the project, its phases, and the status of the work and its completion. Phases are accurately managed and not toggled on and off due to lack of intimate project understanding.
• No overdue issues, RFIs, or change order approvals
• Closeouts are quick and well managed. After substantial completion, all punch items closed in 2 weeks, and 100% approved closeout documents in 4 weeks. No outstanding issues that are holding up the retainage payment.
• 8D projects are started and closed out quickly and efficiently.

Qualifications

• Education/Experience: Bachelor's degree in construction management, Engineering, or related field preferred; or a combination of education and progressive field or office experience providing at least 1–3 years of competency in construction operations, estimating, or project coordination.
• Basic understanding of construction drawings, contracts, scheduling, and job cost principles with the ability to assist in project documentation and coordination under supervision.
• Strong organizational and analytical skills with attention to detail and the ability to manage multiple project tasks and deadlines in a fast-paced environment.
• Professional, dependable, and team-oriented with strong communication skills and a desire to develop into full project management responsibilities.
• Strong focus on urgency and responsiveness in dealing with internal and external client issues.

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