PAUL DAVIS of OTTAWA
POSITION TITLE: Project Manager/Estimator
DIVISION: Estimating & Sales
REPORTS TO TITLE: Sales Manager
General Description
Project Management is the planning, organizing, directing and controlling of company resources for a relatively short-term project that has been established to complete specific goals and objectives – specifically related to commercial & residential property losses caused by fire, water, or some other peril.
At PD Ottawa, any job received directly from a property owner, property manager, insurance company or public sector customer is deemed to be a project.
Nature and Scope
The characteristics of the work to be performed described here are representative of those a Project Manager encounters while performing the essential functions of this role.
Work assigned to the Project Manager will be performed under the scrutiny of a Sales Manager and mentor as designated by management. Performance will be monitored and measured and adjustments will be made accordingly.
Increased authority for larger projects will be assigned when PD management feels that the Project Manager is able to handle larger jobs and accept accountability for successful results.
There is a need for the Project Manager to work after hours or weekends, including holidays when PD Ottawa experiences increased claim volume particularly during peak periods or in a major event or a catastrophe as declared by the insurance industry.
The Project Manager is delegated the authority to coordinate all aspects of the work efforts to ensure a good customer experience.
The nature of the work is more about managing projects from beginning to closure within the constraints of time, cost, performance, meeting customer Service Level Requirements and good customer relations. Pressure is mounting in the PM role to comply with insurance company performance scorecards and failing to meet their expectations is detrimental to both the PM and PD Ottawa. The Project Manager is expected to work within these constraints while performing the functions as defined below:
- Compliance Management: involves measure performance to confirm that the PM operates within the expected timelines – pre-established as part of a Service Level Agreement between them and PD Ottawa.
- Planning: involves developing the plan for executing and controlling the project including work to be performed (scope & estimate), budget and work schedule;
- Organizing: involves ensuring that resources assigned to the project understand their duties, responsibilities, restrictions and making adjustments to the resource requirements if necessary;
- Directing: involves directing all work efforts that need to be performed on the project; recognizing that horizontal and vertical communications are essential to success; avoiding potential problems by maintaining current knowledge of overall project status; providing clear guidelines for major problems with clear definitions of solutions, responsibilities and restraints;
- Controlling: involves ensuring all work is performed in accordance with PD Ottawa’s purpose, philosophy and general corporate policies; closely monitor all project activities for conformity to project scope, using completed change request forms for all deviations; ensuring costs, schedule and quality are controlled and documented in accordance with the project scope; maintaining effective communications with all stakeholders including the project resources executing the work, the property owner, the insurance company and PD management;
- A Good Customer Experience: involves ensuring that each customer would provide us with a positive work/character reference, if asked; ensuring that there are opportunities to develop new business directly with property owners and insurance adjusters; and
- Project Life Cycles: involves: ensuring that each phase of the project is addressed in accordance with the PD Claim Management Process with the phase being: emergency services, estimating; repairs; closing and sign off; and building/maintaining data records for each file.
Duties
Under minimum supervision establishes the priorities for and directs the efforts of PD personnel (including consultants and/or contractors) to successfully deliver the desired results of each project in relation to time, cost, performance and good customer relations. Duties include:
- Following the procedures as outlined in the PD Ottawa compliance management document;
- Assessing the scope of loss and reporting it within the time frame designated by PD protocols;
- Writing thorough, complete and accurate estimates and uploading them according to PD protocols;
- Ensuring that each job returns the expected profit after all costs have been counted against it;
- Staying involved in new business development by engaging in sales/marketing events and investing in relationships with adjuster/property owners as opportunities present themselves;
- Directing each project to prescribed business results;
- Guarding each project against adversity by maintaining focus on detecting problems, diagnosing causes and risks and prescribing solutions to get the project back on track towards a successful completion;
- Keeping 100% ownership of the file through to completion and being the focal point for the insurance company, the property owner and PD management.
- Controlling time, cost and performance of PD resources to ensure a good customer experience and maintain a good relationship with all involved parties; and
- Ensure that all work performed is both authorized and funded by the project.
- Making investments in PD Ottawa by participating in the training of estimator assistants or junior estimators as required.
- Ensure collection of deductible and accounts receivable as required on all your projects.
Desired Personal Characteristics
- Flexible and adaptable;
- Preference for significant initiative and leadership;
- Assertive, confident, persuasive, verbally fluent;
- Ambitious, active, compelling;
- Effective as a communicator and integrator;
- Broad scope of personal interests;
- Self-confident, enthusiastic, imaginative, spontaneous;
- Able to balance technical solutions with time, cost and human factors;
- Well organized and disciplined;
- A generalist rather than a specialist;
- Able and willing to devote most of their time to planning and controlling;
- Able to identify problems, develop solutions and make decisions; and
- Able to maintain proper balance in the use of time
- Maintain professional appearance and demeanor at all times
Skills and Knowledge
- Must have construction knowledge and experience;
- Must have previous experience working with insurance companies
- Must have experience using word processing, job management or project management software, filing, composing a variety of business documents, gathering and compiling data, and balancing and coordinating a workload for multiple projects and jobs; and
- Must have experience using estimating tools such as Xactimate and/or Symbility software or other estimating packages.
Expectations
It is expected that the individual who holds this position will:
- Assume total accountability for the success or failure to provide expected results;
- Provide effective reports and information, documented in the project file;
- Provide minimum organizational disruption during the execution of a project;
- Present recommendations, not just alternatives;
- Have the capacity to handle most interpersonal problems;
- Demonstrate a self-starting capacity;
- Participate in sales and marketing initiatives as part of new business development;
- Demonstrate growth with each assignment;
- Be willing to participate in continuing education related to IICRC, mould, asbestos, project/time management and other industry related training; and
- As a project manager, your manager is to be kept updated on all projects at all times.
Deliverables
The deliverables expected from an individual who holds this position include:
- Project delivered within the allocated time period and within the protocols established by PD Ottawa;
- Each project delivered within the budgeted cost;
- Work results delivered at the proper performance and specification level;
- Results for each project are accepted by all stakeholders including property owner, insurance company and PD management; and
- A complete, accurate, written record of all major transactions that occurred during the execution of a particular project that will provide a historical reference in the event that it ever becomes necessary to recount it and justify our professional decisions.
How to Apply
If you are interested in applying for this position, please submit a cover letter and an updated CV to [email protected].
Thank you for your interest in Paul Davis Ottawa