Job Summary

As a member of the project management team in the Facilities Design and Construction Department, the Assistant Project Manager reports to a Senior Project Manager within the Facilities Design and Construction Department.

The Assistant Project Manager’s primary responsibility is to provide support for all aspects of project execution associated with capital improvement projects and annual laboratory and office renewal projects within the Caltech complex. The role involves working on complex projects for various Divisions and Departments that requires basic knowledge of project management best practices from project inception through project close-out.

Job Duties

• Assist with project identification
• Document project definition
• Support project budget development
• Initiate projects in e-Builder project management software
• Coordinate Project planning and scheduling
• Conduct fieldwork including job walks and field verification of existing conditions
• Publish requests for proposal (RFP)
• Establish RFI and submittal logs and review consultant input
• Support recording and evaluation of project proposals
• Support project awards, preparation of contract documents, and issue of purchase orders
• Coordinate project schedules
• Schedule project meetings as directed
• Prepare customer notifications and other communications
• Create and maintain both electronic and hard-copy project files
• Support document control, including scanning, file naming, and uploading records
• Collect and tabulate data for management reports on project status
• Process applications for payment
• Support final acceptance of projects
• Collaborate in project close-out
• Process warranty claims after project completion
• Perform other duties as assigned

Basic Qualifications

• BA/BS, preferably in engineering, construction management, architecture or other related disciplines or equivalent work experience
• Minimum 4 – 6 years’ work experience in project management or construction management of new building and/or renovation projects
• Currently have a Project Management Professional (PMP) certification or Certified Construction Manager (CCM) certification, OR have the ability to obtain within 12-months of hire date
• Complete OSHA 10-hour Construction Training within six months of hire date and refresher training every four years
• Strong oral and written communication skills are required, as is the ability to effectively communicate with all levels of management and other professionals
• Proficient in the use of MS Outlook, Word, Excel, and Project
• Must be able to lift and carry 25 lbs., walk half a mile unaided, climb ladders and stairs, and enter and leave excavations for the purpose of observing and planning work

Preferred Qualifications

• Institutional and Higher Education project experience is preferred
• LEED AP or LEED GA certification
• AiM Capital Planning and Project Management (CPPM) or other project management systems experience

Required Documents

• Resume