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Mitigating the worst impacts of climate change by developing the world’s most cost-effective CO2 removal technology
Facilities Project Manager
Location
United States
Posted
41 days ago
Salary
0
Seniority
Senior
Job Description
Facilities Project Manager
Heirloom
• 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.
Job 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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