Project Manager

Industry: Facilities Management
Location: California - Pasadena
Sector: Higher Education
Search ID: 24-0102-14
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Marc Datz
Marc Datz
Matt Lesher
Matt Lesher


The California Institute of Technology (Caltech) has retained Helbling to conduct an executive search to secure a Project Manager/s.
One to three individuals may be hired as a result of the search.

Position Summary

As a member of the project management team in the Facilities Planning, Design and Construction Department (PDC), the Project Manager reports to the Director of Project Management.

The Project Manager’s primary responsibility is managing capital improvement projects and annual laboratory and office renovation projects across the Caltech campus. The role involves working on complex projects for various Divisions and Departments that requires thorough knowledge of project management best practices from project inception through project close-out.

For more details about this opportunity, please view the position profile by clicking on the cover image to the right.

Essential Job Duties

Duties include, but are not limited to, conducting comprehensive research on project needs, integrating project functions within the framework of ongoing activities within Caltech, advising customers on complex project plans, overseeing design and construction of multiple projects, and preparing budgets, schedules, scopes of work, and status reports. In addition, this position is responsible for assisting in developing and negotiating construction contracts, and managing the bidding process, contract award, documentation, invoices, change orders, commissioning, and close-out of the projects. The Project Manager must maintain close working relationships with management, stakeholders across the Institute, Institute clients, and external design and construction professionals.

The Project Manager will:
  • Work collaboratively with the Divisions and Departments in developing project scope, prioritizing items, identifying value engineering opportunities, and collaborating with operations and internal architects and engineers to fully inform project scope early in the design process.
  • Build and present budgets, and ensure projects are delivered within budget constraints. 
  • Develop complete project schedules and ensure that projects are delivered on time. 
  • Be the connector and facilitator between departments such as Facilities Operations, Environmental Health and Safety, Security and Parking, Finance, Information Management Systems and Services, and others to lead successful projects through completion. 
  • Support Senior Project Managers on larger construction projects in project meetings, submittal and RFI management, AiM processes, and more.
  • Provide guidance for associate and assistant project managers on the PDC team.
  • Oversee/direct all necessary documentation in preparation for bidding to architects and engineers, contractors, and other consultants. Manage the QA/QC process with contractors, engineers, architects, PDC technical team, and Facilities Operations. Manage the bidding process in collaboration with the Procurement Officer.
  • Project manage projects in multiple delivery methods including design-bid-build (DBB), design-build (DB), and DBB with design-assist.
  • Establish and manage construction progress through in-person and virtual meetings, consultations, and field observations. 
  • Review and approve the design and construction for adherence to Caltech design standards, project specifications, and local and government standards and requirements. 
  • Manage scope of project, attain additional approval for scope creep with various leaders, and monitor throughout project.
  • Provide design and construction administration support, coordinating with engineering consultants and in-house staff to review construction documents, submittals, RFIs, and field observation reports.
  • Prepare progress and financial reports for all on-going projects.
  • Advise customers on complex project plans; effectively manage customer expectations during the planning, execution, and closure of projects by anticipating challenges and developing contingency plans accordingly.
  • Ensure maintenance of complete and accurate files suitable for audit purposes on all projects.
  • Perform other related duties as assigned, including Emergency Operation Center Support, when required.
  • Other duties as assigned.


Pasadena, CA


Basic Qualifications

  • BA/BS degree, preferably in architecture, engineering, interior design, construction management, city planning, or other related discipline.
  • Minimum of 6 to 8 years of work experience in project management or construction management of new building and/or renovation projects.
  • LEED AP or LEED GA certification or the ability to obtain within 12 months of employment.
  • Complete OSHA 10-hour Construction Training within six months of employment and refresher training every four years.
  • Strong oral and written communication skills are required, as is the ability to effectively communicate with all levels of management and other professionals.
  • Proficient in the use of MS Outlook, Word, Excel, Project, Adobe PDF, Zoom, and project management software.
  • Must be able to travel to buildings on campus for the purpose of observing and planning work.

Preferred Qualifications

  • Institutional and higher education project experience.
  • Educational and research laboratory project experience.
  • Project Management Professional certification or Certified Construction Manager. 
  • Recent construction or construction management experience.
  • Large and small project experience.
  • Owner’s representative experience.
  • State of California licensed professional.
  • Project management systems expertise, Project Management Professional Certification.
  • AutoCAD, Adobe suite, Bluebeam experience.

Required Documents to Apply

  • Resume
  • Cover Letter (Strongly Preferred)

Caltech does not discriminate or permit discrimination by any member of its community on the basis of sex, race, color, religion, national origin, citizenship, ancestry, age, marital status, physical or mental disability, medical condition, genetic information, pregnancy or perceived pregnancy, gender, gender identity or expression, sexual orientation, protected veteran status, or any other characteristic or condition protected by state and federal law.

It is Caltech's policy to provide a work and academic environment free of discrimination as required by federal and state law and to provide equal opportunity in matters of employment and in education programs, services, and activities, including the administration of its admissions policies and other university-administered activities, programs, or funds.
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