Project Manager Capital Projects

Job Information

Overall Purpose

Reporting to the Manager, Capital Projects, the Project Manager, acting as the owner representative: 

• Lead the successful development and delivery of multiple, complex renovation and / or new construction, and administrative projects forming part of or supporting the OPS Facilities Strategic Plan (FSP).   
• Work directly with the Sr. Project Manager Capital Projects in the development and implementation of major projects, as assigned.  
• Provides support to the Manager, Capital Projects for strategic planning and project activities and the Unit’s mandate.
   

Major Responsibilities

Project Management

Lead the successful development and delivery of multiple, complex renovation and / or new construction, and administrative projects forming part of or supporting the OPS Facilities Strategic Plan (FSP). 

• Initiate, plan, execute, monitor / control and close all projects in accordance with Project Management best practices.  
• Responsible for managing all project phases including data gathering and analysis, planning, functional program, design development, administration, tracking, reporting, construction implementation, Tenant fit-up (including move management), quality and post occupancy inspections, and close out. 
• Develop documentation related to the individual projects including the project scope, charter, project plan, delivery methodology, best practice research / studies, assessments, feasibility study, procurement, communications, schedule, risk, project quality, budgets, resource allocation, standards and monitoring/controlling activities. Coordinate these activities to ensure appropriately sequenced and timely production of deliverables meeting project objectives and ensuring benefits realization. 
• Establish all monitoring and control mechanisms to ensure project objectives are accomplished within scope, on time and on budget, in line with business objectives, and report on project status.
• Develop and maintain project documentation and records in accordance with OPS Facilities standards documentation and project management best practices.
• Manage the design and space planning processes ensuring alignment with organizational and client needs.
• Conduct interviews, draft appropriate communications and provide feedback to support project outcomes.  Communicate project information and progress to the organization – at all levels - through various types of media as directed.
• Forecast project resource requirements. Monitor, control, and report as required.
• Lead the project team to achieve quality outcomes and support continuous service improvement and enhanced project delivery.
• Lead the internal / external team members, including SME’s, to deliver all phases of the project.
• Manage the work of external consultant Professional Services throughout the life of the project.
• Prepare procurement documents and work with City of Ottawa Supply Branch to complete procurement activities. 
• Ensure compliance with OPS Facilities and City corporate standards / guidelines and escalate through project Governance for deviations and non-compliance.

Major Responsibilities (continued)

Work directly with the Sr. Project Manager Capital Projects in the development and implementation of major projects, as assigned.
Participate in Project Team meetings and assist with Design Team coordination.

• Provide lead support to the Functional Program validation process by attending all interviews and review of the space program.
• Assist in all activities related to the procurement process to support the project.
• Review Consultant spacial layouts and furniture plans for compliance with Corporate Space Standards.
• Review design at each Design Development milestone for alignment with contract deliverables.
• Act as liaison with internal partners and SME’s as required to coordinate reviews and manage the recording of comments in the established approval process.
• Participate in and/ or lead selected project focus meetings as required.
• Participate in Construction Team meetings from Kick off to end of construction and review minutes, as required.
• Lead all aspects of the Tenant Fit-Up phase of the projects, coordinating and integrating all resources (including any external consultant services), schedules, and budgets with Master project.
• Participate in related project activities, including but not limited to Site Plan Approval Process, Public Art Program, Governance reporting and communications, as required.

Support and other responsibilities:

Provide support to the Manager, Capital Projects for strategic planning and project activities, and the Unit’s mandate.

• Participate in the development of the Unit’s Annual Work Plan.
• Provide recommendations for change to existing processes and / or identify opportunities to adopt new processes or practices in favour of improved outcomes or efficiencies. 
• Identify facility requirements, space deficiencies and opportunities that supports the ongoing development and review of the Facilities Strategic Plan.
• Coordinate with other OPS projects and initiatives as known, to identify opportunities and conflicts between projects or strategies .  
• Liaise with OPS members to ensure positive feedback on project objectives. 
• Participate in the continuous improvement of Corporate Space Standards and guidelines. Ensure adoption and compliance on all projects.
• Prepare and deliver formal presentations or other documentation for OPS employees and senior management as required.
• Maintain and establish networks to keep abreast of industry trends and ensure awareness of changes that may affect the work of the section or project delivery.
• Report into the Unit’s project tracking and/or enterprise Project Management Office (ePMO).
• Lead the development of project management templates and tools required to support the delivery and reporting of Capital projects.
• Contribute to project change management strategies.
• Perform other duties as required or directed in support of Facilities projects.

Major Responsibilities (continued)

• N / A

Statement of Required Qualifications

Education 

• Minimum three (3) year College or University Degree in relevant field, preferably Interior Design or Architecture. 
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• Minimum four (4) years experience in interior design, space fit-up, facilities and / or real estate planning including:
• Three (3) years direct work experience in managing projects employing solid Project Management principals including, but not limited to, work breakdown structures, scheduling, cost containment and reporting and coordinating internal and / or external resources and project teams. Work experience leading teams of internal and/or external resources on a variety of medium to large scale design & construction projects .
• Experience preparing formal reports and presentations. 
   

Language 

• English – fluency in oral, reading, and writing.
   

Certifications and Licences

• N / A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Respectful Workplace.
• Violence in the Workplace.
• Occupational Health and Safety training.
• AODA training (Serve-Ability and Integrated Accessibility Standards Regulation).
• Equity, Diversity & Inclusion (EDI).
• Active Bystandership for Law Enforcement (ABLE).
• Standard OPS Training to be updated as required. 

The incumbent will be expected to maintain professional standing and development through attendance at meetings, professional seminars or conferences with a focus on project management.

The incumbent requires Working from Heights and WHMIS training.
All employees of the OPS are expected to complete all additional and new mandatory training as prescribed by the Office of the Chief.
 

The incumbent will be expected to continue professional development through attendance at meetings, professional seminars and conferences with a strong focus on project management.
The incumbent requires Working from Heights and WHMIS training.
 

Job Knowledge

Solid knowledge of:

• The Organization’s Mission, Vision, Values and business strategy.
• The structure of the Ottawa Police Service.
• Project management principles and project administration.
• Functional Programming, Interior design, space planning and management, and application of facilities corporate standards.
• Communication methods to support corporate change to various audiences both internal and external. 
• Understanding of statues and legislation relating to facilities, safety and building codes (OBC, OFC, AODA, Occupational Health and Safety legislation, Ministry of Labour Construction Regulations).
• Design and Project Software: AutoCad, Archibus, MS Project, MS Office Software (Excel, Powerpoint). 

Working Knowledge of:

• LEED and WELL Building principles.
• Workplace trends and innovations.
• Procurement methods and public tendering process.
   

OPS Competencies

Hours of Work

Effort and Working Conditions

• Regular daily travel required between OPS facilities.  
• The majority of work is normally performed in standard office environment with minimal adverse working conditions; however, during project implementation there is a requirement to work on sites in various states of construction and / or renovation.
• Required to work extended or flexible hours major projects with lengthy durations require flexibility and commitment to ensure successful on-time project delivery.   
• Must be able to operate a vehicle safely and within standards, including maintaining a valid Ontario or Quebec Provincial Driver’s License. 

Desired Qualifications

• Oral, reading, writing fluency in French or other languages.
• Project Management Professional (PMP) designation or in progress.
• Leadership, Energy, & Environmental Design (LEED) certification or in progress.
• Understanding of OPS policies and procedures.
• Work experience in a police or emergency services environment.
• Registered Interior Designer (ARIDO / NCIDQ) or Licensed Architect (OAA), or equivalent recognized designation.