Assistant Project Manager

About the role

The Assistant Project Manager supports the planning, coordination, and execution of projects within the Technical Services Project Management Office. The role independently manages assigned smaller or lower-complexity projects and non-safety-critical scopes, while supporting the Program Manager and Project Managers on larger, higher-complexity, or safety-critical projects.

Assigned projects may include enhancements, modifications, and replacements of existing theme park attraction systems, equipment, infrastructure, and related facilities.

Responsibilities include client and stakeholder coordination, procurement and contract administration, cost and schedule planning, project controls, vendor management, quality oversight, financial reporting, close-out, and warranty management to help ensure project goals and objectives are achieved within approved scope, budget, and schedule.

Major Responsibilities

Project Management and Delivery

• Independently manage assigned smaller or lower-complexity projects and non-safety-critical scopes through the project lifecycle, with supervision and escalation support from the Program Manager.
• Assist the Program Manager and Project Managers with the planning, coordination, and execution of larger, higher-complexity, or safety-critical projects.
• Lead project kick-off meetings for assigned projects and attend and document kick-off meetings for supported projects.
• Coordinate with project stakeholders, business units, vendors, consultants, contractors, governmental agencies, and internal support groups to facilitate project decisions, application submissions, approvals, site access, and execution.
• Identify, analyze, and respond to project risks and issues; develop recommended mitigation actions and keep the Program Manager and stakeholders advised of material developments.
• Monitor and track overall project progress and distribute regular status reports to the Program Manager and project stakeholders & clients.
• Research and facilitate resolution of project issues, independently for assigned projects and in collaboration with the Program Manager or Project Manager when supporting larger efforts.

Procurement, Contracts, and Vendor Management

• Prepare contract and procurement documents, including Scopes of Work, milestone schedules, bidder lists, and supporting bid documentation, and coordinate the RFP and competitive bid process with Sourcing and Legal.
• Manage and coordinate selected project vendors and perform oversight of vendor contracts for assigned projects, including evaluation of technical performance and adherence to contract requirements.
• Manage vendor submittals, requests for information, modification documents, directives, potential change orders, and change order requests; perform quality control and compile documentation for approval.
• Review payment applications and invoices from general contractors, architects, consultants, and other vendors for completeness, accuracy, supporting documentation, and alignment with project progress.
• Coordinate security and site access for vendors as required.

Project Controls, Documentation, and Financial Management

• Develop, track, and maintain project schedules and budgets in the company project management system.
• Monitor schedule changes and delays, evaluate contractor schedule performance, coordinate schedule interfaces with other groups and departments, and develop mitigation plans when milestones are at risk.
• Monitor and control impacts to project scope and budget; identify and communicate potential impacts to the Program Manager and prepare project control requests for executive review, as required.
• Collaborate with Project Controls and PMO leadership on monthly cost reports, cash flows, forecasts, and other required reporting.
• Perform final quality review of contracts, invoices, bid milestones, funding documents, and other project documentation before submission for department approvals.
• Maintain complete electronic and project files with documented backup necessary for audit and archival purposes.
• Coordinate with Finance, Controllership, and Fixed Assets for final project capitalization and provide supporting cost and quantity information as needed.

Quality, Close-Out, and Warranty

• Monitor quality assurance for assigned projects, including regular site walks to verify progress and confirm that work is being performed in accordance with contract requirements.
• Lead project punch-list activities through completion.
• Lead the project close-out process, including identification of required documentation, management of vendor submittals, stakeholder review, completion of close-out packages, and final hand-over to Facilities or the receiving department.
• Manage and track warranty periods, coordinate repairs with contractors before handover, and conduct warranty turnover meetings with the Operating/sustaining Departments.

General

• Understand and actively participate in Environmental, Health, and Safety responsibilities by following established USH policies, procedures, training, team member involvement activities, and applicable OSHA and environmental regulations.
• Perform other duties as assigned.

Pay and benefits

This position is eligible for company sponsored benefits, including medical, dental and vision insurance, 401(k), paid leave, tuition reimbursement, and a variety of other discounts and perks. Learn more about the benefits offered by NBCUniversal by visiting the Benefits page of the Careers website. Salary range: $75,000.00 - $95,000.00.

Qualifications & Requirements

• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, Project, and Microsoft 365 collaboration tools.
• Strong technical, verbal, and written communication skills for a wide audience.
• Strong interpersonal, analytical, organizational, and time management skills.
• Ability to read and understand technical, engineering, construction, and contract documentation.
• Ability and willingness to work overtime, weekends, and holidays with short notice, as business needs require.
• Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Consistent attendance is a job requirement.

Education

• Bachelor's degree from a four-year college or university in Construction Management, Architecture, Engineering, Business Management, Project Management, Technical Theatre, Engineering Management, or a related field; or an equivalent combination of education and experience.

Experience

• At least 2 years of project management, construction, engineering, or related experience; owner-representative and theme park experience preferred.
• Experience coordinating or managing multiple projects or workstreams simultaneously.