Project Manager Detailed Responsibilities and Duties

Project Manager Detailed Responsibilities and Duties

1. Analysis of the client’s objectives and requirements, assessment of their feasibility and assistance in the completion of project brief and establishment of the capital budget.
2. Formulation, for the client’s approval, of the strategic plan for achieving the stated objectives within the budget, including, where applicable, the quality assurance scheme.
3. Generally keeping the client informed, throughout the project, on progress and problems, design/budgeting/construction variations and such other matters considered to be relevant.

4. Participation in making recommendations to the client, if required, in the following areas:

• The selection of the consultants as well as in the negotiation of their terms and conditions of engagement.
• The appointment of contractors/subcontractors, including the giving of advice on the most suitable forms of tender and contract.

5. Preparation for the client’s approval of the following items:

• The overall project schedule embracing site acquisition, relevant investigations, planning, pre-design, design, construction and handover/occupation stages.
• Proposals for architectural and engineering services. The project manager will monitor progress and initiate appropriate action on all submissions concerned with planning approvals and statutory requirements (timely submission, alternative proposals and necessary waivers).
• The project budget and relevant cash flows, giving due consideration to matters likely to affect the viability of the project development.

6. Finalisation of the client’s brief and its confirmation to the consultants. Providing the client with all existing and, if necessary, any supplementary data on surveys,site investigations, adjoining owners, adverse rights or restrictions and site accessibility/traffic constraints.
7. Recommending to the client and securing approval for any modifications or variations to the agreed brief, approved designs, schedules and/or budgets resulting from discussions and reviews involving the design team and other consultants.
8. Setting up the management and administrative structure for the project and thereby defining:

• responsibilities and duties for Project Manager, as well as lines of reporting, for all parties
• procedures for clear and efficient communication
• systems and procedures for issuing instructions, drawings, certificates, schedules and valuations and the preparation and submission of reports and relevant documentary returns

9. Agreeing tendering strategy with the consultants concerned.
10. Advising the client as necessary on the following items:

• The progress of the design and the production of required drawings/information and tender documents, stressing at all times the need for a cost-effective approach to optimise costs in construction methods, subsequent maintenance requirements, preparation of tender documents and performance/ workmanship warranties.
• The correctness of tender documents.
• The prospective tenderers pre-qualified by the design team and other consultants involved, obtaining additional information if pertinent and confirming accepted tenders to the client and the consultants.
• The preliminary construction schedule for the main contractors, agreeing any revisions to meet fully the client’s requirements and releasing this to the project team for action.
• The progress of all elements of the project, especially adherence to the agreed capital and sectional budgets, as well as meeting the set standards and initiating any remedial action.
• The contractual activities the client must undertake, including user study groups and approval/decision points.

11. Establishing with the quantity surveyor the cost monitoring and reporting system and providing feedback to the other consultants and the client on budget status and cash flow.
12. Organising and/or participating in the following activities:

• Presentations to the client, with advice on and securing approval for the design of fabrics, finishes, fitting-out work and the environment of major interior spaces.
• All meetings with the project team and others involved in the project (chairing or acting as secretary) to ensure

■ an adequate supply of information/data to all concerned

■ that progress is in accordance with the schedule

■ that costs are within the budgets

■ that required standards and specifications are achieved

■ that contractors have adequate resources for the management, supervision and quality control of the project

■ that the relevant members of the project team inspect and supervise construction stages as specified by the contracts

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13. Responsible for Project Manager :

• preparation of the project handbook
• achieving good communications and motivating the project team
• monitoring progress, costs and quality and initiating action to rectify any deviations
• setting priorities and effective management of time
• coordinating the project team’s activities and output
• monitoring project resources against planned levels and initiating necessary remedial action
• preparing and presenting specified reports to the client
• submitting time sheets and other data on costing and control to the client
• processes, including required returns and all other relevant information
• approving, in collaboration with the project team and within the building contract provisions, any sublet work
• identifying any existing or potential problems, disputes or conflicts and resolving them, with the cooperation of all concerned in the best interests of the client
• recommending to the client the consultants’ interim payment applications and monitoring such applications from contractors
• monitoring all pre-commissioning checks and progress of any remedial defects liability work and the release of retention monies
• verifying with the project team members concerned any claims for extensions of time or additional payments and advising the client accordingly
• checking consultants’ final accounts before payment to the client
• monitoring the preparation of contractors’ final accounts, obtaining relevant certificates and submitting them for settlement by the client
• ensuring the inclusion in the contract and subsequently requesting the design team, consultants and contractors to supply the client with as-built and installed drawings, operating and maintenance manuals, and health and safety file, as well as ensuring arrangements are made for effective training of the client’s engineering and maintenance staff, that is, facilities management

14. Taking all appropriate steps to ensure that site contractors and other regular or casual workers observe all the rules, regulations and practices of safety and fire prevention/protection. Exercising ‘good site housekeeping’ at all times.
15. Participating in the final cost reconciliation or final account of the project and taking such action as directed or required.

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