Facilities Project Manager
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Job Description
Facilities Project Manager managing the lifecycle of CapEx projects across luxury brand properties. Collaborating across teams and ensuring project delivery within quality standards and timelines.
Responsibilities:
- Own the full lifecycle of CapEx projects across Heirloom properties, from initiation and scoping through execution, punch-list resolution, and closeout.
- Collaborate with maintenance technicians and operations managers to assess property conditions, determine project scope, and define deliverables with clear acceptance criteria.
- Develop project timelines, budgets, and milestones; track progress and report status updates to stakeholders on a regular cadence.
- Ensure projects are delivered on time, within budget, and to Heirloom’s quality standards.
- Maintain organized project documentation including scope of work, contracts, change orders, invoices, and completion reports.
- Source, vet, and coordinate with third-party vendors and contractors to execute project work across all markets.
- Obtain and critically evaluate bids and proposals, identify missing line items, unreasonable pricing, or scope gaps, and negotiate terms that protect Heirloom’s interests.
- Schedule and dispatch vendors for on-site work; follow up on task completion, quality of work, and adherence to timelines.
- Build and maintain a reliable, performance-tracked vendor network across Heirloom’s operating markets.
- Serve as the primary liaison between the offshore project management function and on-the-ground field staff, including maintenance technicians and market operations teams.
- Coordinate site visits, inspections, and punch-list walkthroughs with field personnel to ensure project requirements are met.
- Communicate project updates, schedule changes, and escalations clearly and promptly to all relevant stakeholders.
- Proactively surface stalled tickets, aging work orders, and at-risk timelines before they escalate into larger problems.
- Review replacement tickets and input requisitions into tracking spreadsheets for procurement and budgeting purposes.
- Generate and submit purchase orders for project-related materials and supplies.
- Track project expenses and support invoice processing to ensure accurate financial reporting to the finance team.
- Send stakeholders regular project status reports, including updates on open tickets, budget variances, and timelines.
- Update essential work order attributes on a daily basis in preparation for dispatch and project tracking.
- Prepare and distribute vacancy reports, open ticket reports, and project status dashboards to internal and external stakeholders.
- Assist with database creation, updates, and maintenance to support operational workflows.
- Collaborate on software and automation initiatives to improve project management and reporting efficiency.
Requirements:
- 3+ years of experience in facilities coordination, project management, or a related field within property management, hospitality, or real estate.
- Demonstrated experience managing CapEx or construction/renovation projects remotely.
- Strong vendor management skills with experience sourcing, negotiating with, and overseeing third-party contractors.
- Excellent organizational skills with the ability to manage multiple projects simultaneously across different markets.
- Proficiency in project management tools, spreadsheets, and work order management systems.
- Outstanding written and verbal communication skills in English; ability to communicate effectively across time zones and with diverse teams.
- Self-motivated, detail-oriented, and comfortable working independently in a remote environment.
- Willingness and ability to travel to U.S.-based markets as required.
- Experience in short-term rental or hospitality property management.
- Familiarity with procurement workflows, purchase order processes, and budget tracking.
- Background in data analysis or reporting for operational decision-making.
- Advanced English Proficiency required
Benefits:
- Remote work
- Biweekly pay in USD
- Paid time off
- Opportunity to work with a U.S.-based luxury brand.
- Travel to the U.S. market
- Indefinite-term U.S. contractor agreement
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