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Building Project Manager

The Rockefeller Foundation is seeking a fixed-term (18 month) Building Project Manager to join the Foundation’s Employee Services team. The Building Project Manager reports to the Director, Employee Services and works with senior management to align space-planning solutions with the Foundation’s strategic goals.

This position would work collaboratively with others to oversee the construction of the Foundation‘s workspace. The Building Project Manager will coordinate between the Foundation, realtors, architects, builders and city authorities regarding all phases of the space-planning project including, but not limited to, evaluating the potential renovation of the existing premises and/or the relocation to a new development. The purpose of this position is to provide architectural solutions in the following areas:

  • Creating flexible space that also reflects the Foundation’s values.
  • Bringing about more efficient use of building space, allocation and layout.
  • Creating a multiple purpose auditorium-like space and The Rockefeller Foundation Museum as well as conference rooms, breakout cluster, etc

Location: New York, NY

Principal Duties and Responsibilities

  • Advise the Foundation regarding strategies relating the design, procurement and construction of the Project.
  • Prepare and regularly update the Project master schedule and monthly progress reports.
  • Coordinate procurement of architect, CM, engineer and remaining consultants.
  • Prepare RFP’s relative to additional potential consultants and contractors.
  • Coordinate and review progress payment requests from contractors and consultants; submit to the Foundation for payment.
  • Maintain financial records including a monthly statement and budget update.
  • Review, evaluate and negotiate change order proposals.
  • Assist the Foundation in the negotiation and resolution of disputes and claims.
  • Coordinate and chair regular Project Management Team meetings with the Foundation, construction manager (CM), Architect and other key consultants. Produce agendas, meeting minutes and project checklists.
  • Assist the Foundation in the preparation, negotiation and award of all contracts including general and supplementary conditions construction contracts. Advise on construction packaging options.

Site Selection Phase

  • Advise the Foundation regarding project goals, benchmarks and strategy.
  • Develop a list of additional consultants that may be needed as the project progresses.
  • Prepare RFP’s for required consultants. Receive and level proposals. Organize interviews and make selection recommendations to the Foundation.
  • Review existing requirements, including infrastructure and I.T. Advise and prepare requirements/criteria for site search.
  • Review potential scenarios with real estate advisors including relocation to new development, redevelopment of existing buildings and restack within existing premises of the Foundation.
  • Develop preliminary budgets and construction duration schedules.
  • Perform swing space analysis based on the developed reconfiguration scenarios.
  • Coordinate with real estate advisor regarding the base requirements for initial RFPs to be issued to potential Landlords.
  • Review and comment on Landlord responses to RFP. Provide written evaluations and recommendations related to the existing and proposed sites’ MEP Infrastructure:
    • HVAC Systems
    • Electrical Systems
    • Emergency Generator
    • Fire Life Safety Systems
    • Fire Suppression Systems
    • Plumbing Systems
    • Security System
    • Technology Infrastructure
    • Building Control/Monitoring Systems
  • Prepare individual schedules and budgets for each proposed location, including estimates for landlord/developer upgrades and tenant upgrades.
  • Prepare final report comparing each location (architectural, engineering, budget, schedule).
  • Prepare Risk Management Study by certified Risk Manager.
  • Review/comment on the relevant technical sections of the lease(s), coordinating the Foundation’s mechanical, electrical and code consultants.
  • Evaluate proposed costs/estimates from 3rd parties.
  • Identify opportunities and propose alternative cost/value solutions.
  • Assist the Foundation and real estate advisor in all negotiations.

Pre-Construction Phase

  • Prepare hard and soft cost estimate, including furniture, fixtures and equipment; telephone, data or security systems; artwork removal, storage, installation or acquisition; moving costs, hazardous materials work, signage and graphics, logistics, swing space costs, moving costs and escalation, as appropriate.
  • Evaluate construction drawings to confirm coordination and to highlight areas where cost savings options are available and where potential conflicts and change orders could be avoided.
  • Lead value-engineering review meetings with project team and document alternatives/ recommendations.
  • Assist the design team in reviewing sustainable design solutions.
  • Oversee permitting process.
  • Prepare RFP’s for the CM and assist in the evaluation and selection of CM.
  • Recommend prospective sub-contractors and evaluate pre-qualification list.
  • Identify long lead items and recommend purchasing strategy.
  • Analyze bids received, resolve any qualifications or exceptions, negotiate possible reductions and make recommendations on execution of agreement.
  • Coordinate design, purchasing, delivery and placement furniture, fixtures and equipment.
  • Lead ongoing cost estimating and budget updates.
  • Assist in developing logistic plans for the phasing of work.
  • Review all consultant payment requisitions and recommend for payment as appropriate.

Construction Phase

  • Chair regular Project Management Team meetings on a weekly basis with the Foundation, the Architect, their representatives, the construction manager(s) and the general contractor to discuss Project progress and provide recommendations concerning the following:
    • Overall status of the Project
    • Construction activity since the last meeting
    • Projected completion dates
    • Matters which would affect cost or timely completion of the Project such as weather conditions, strikes or anticipated strikes, general contractor or subcontractor financial instability, material shortages, unpaid mechanics or materialmen and any other relevant matters
  • Attend contractor’s field meetings and monitor field construction activity for compliance with schedule and budget.
  • Flag and assist in resolution of any problem areas and disputes.
  • Review bids and overall costs to track conformance to approved budget.
  • Advise on alternative scheduling to compress time scale if required to meet targets.
  • Provide logistics planning and coordinate move.
  • Maintain updated cost reports, including budget vs. actual vs. anticipated costs.
  • Prepare monthly status report detailing progress, cost and schedule status, critical action items and potential problems.
  • Consult with design and field team on problems, cost and schedule issues.
  • Oversee CM, including integration of telephone and data system work, security and fire alarm systems work.
  • Review and approve all applications for payment before submission for payment, including verification with architect and engineer and confirmation of relevant lien waivers and other appropriate documentation.
  • Oversee the CM and Architect in obtaining of all required approvals, including Temporary Certificates of Occupancy and Place of Assembly Permits.
  • Close out move vendor contracts and equipment/furniture installation contracts.
  • Advise on the determination of the substantial completion and completion.
  • Prepare a final reconciliation of project costs with variance explanations.
  • Review installations before the conclusion of the statutory one-year warranty period.

Supervision Received

This position is supervised by and reports to the Director, Employee Services.

Education, Experience and Skills

  • Bachelor’s Degree in Facilities Management, Architecture/Engineering or Design, Construction/ Project Management, or related field required. Master’s preferred.
  • A minimum of 10 years of space utilization and facilities management, project management methodologies including design and construction practices, design and construction management, contract management, safety codes and requirements, and building codes.
  • Must be highly motivated and have proven project management skills, the ability to work independently to coordinate complex activities, prioritize conflicting demands and meet deadlines in a fast-paced environment.
  • Working knowledge of NYS Building Codes, National Electrical Code, Americans with Disabilities Act (ADA) code requirements, and other National and Fire Protection Act (NFPA) standards.
  • Strong financial and analytical skills. Experience administering contracts; vendor relationship management and issues resolution.
  • Experience working with unionized contractors in a unionized building.
  • Must have a record of high integrity and ability to build effective, collaborative working relationships based on mutual trust and confidence, integrity, forthright expression of opinions, and good judgment.
  • Strong interpersonal and teamwork qualities, with excellent listening skills, assertiveness in presenting ideas to others, and an ability to work effectively with others (both internal and external consultants/contractors).
  • Excellent communication skills and ability to prepare and perform presentations to executives and internal colleagues are required.
  • Knowledge of AutoCAD/Navisworks (Revit experience a plus).
  • Computer proficiency in: MS Word, Outlook, PowerPoint, Internet search skills and the ability to learn new applications quickly. Comfort with MS Excel particularly important.

Qualifications and Competencies

  • Communication: Excellent interpersonal abilities; outstanding listening skills, writing and verbal skills; awareness of reputation, positioning and brand management.
  • Partnership and Relationship Building: Sensitive to organizational culture, strong professional representation of the Foundation. Strategic partnership building, adaptable and flexible. Commitment to The Rockefeller Foundation’s mission and core values.
  • Strategy: Highly strategic mindset with ability to identify and prioritize what’s important in any project, demonstrates innovative approaches to work, ability to organize chaos into coherent plan.
  • Project Management: High operational and project management ability; proactive. Sound, mature judgment, integrity, and respect for others.
  • Decision-Making: Analytical and strong problem-solving abilities, takes initiative, drives for results, ability to prioritize work, communicates problems and proposes solutions, as appropriate.
  • Execution: Strong project management skills; meets deadlines; ability to multi-task and work under pressure; detail oriented. Sense of urgency and responsibility, flexible work style; a self-starter who can work independently as well as in and across teams.
  • Passion and Optimism: Deep enthusiasm for the mission and people of the Foundation; entrepreneurial energy around connecting an engaged staff with the overall impact of the Foundation’s work.

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The Rockefeller Foundation is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.

The Rockefeller Foundation is an Equal Opportunity Employer.