Job Overview:
Chestnut Company delivers outsourced store development services to specialty retailers and restaurants nationwide. We are seeking a dedicated and experienced Program Manager to be placed with one of our largest clients.
The Program Manager will manage and execute rollout programs as assigned by our Client.
Communications
· Lead, collaborate and align with Client’s internal business partners and the wider operational business to ensure the successful delivery of programs.
· Serve as the liaison between Client and its external Contractors, Other Consultants, architect, vendors, landlords and their tenant coordinators, permitting, certifications and approval, and other local authorities who may have jurisdiction over the program (collectively, “Program Stakeholders”).
· Escalate critical matters to the attention of Client’s Designated Representative, including assessments of their impact to program cost and schedule and recommendations for addressing the impact.
· Consult with and obtain Client’s Designated Representative’s approval of all matters and decisions affecting the scope, schedule, cost, and quality of the program and Client’s rights and obligations vis-à-vis other Program Stakeholders.
· Plan, facilitate, and attend meetings with Program Stakeholders, create and distribute meeting agendas, and create and distribute meeting minutes. Such meetings include, without limitation, weekly stakeholder meetings and meetings with vendors and other third parties to resolve technical, logistical, and other matters relating to the program.
Program Information and Reporting
· Participate in and maintain the structure of cloud-based information exchange sites for the efficient and secure storage of all digital files, program documents and written communications between Program Stakeholders. Maintain on-line program confidentiality per Client Real Estate and Development or “RE&D”, requirements and guidelines. Audit access levels ensuring users accounts have proper access and are updated as required.
· Manage and supervise the issuance of Program information to all Program Stakeholders including the distribution of program drawing sets, program meeting minutes, and other reporting as may be requested by Client.
Program Planning
Upon the award of a program by Client, undertake a review of all available program information, and perform other due diligence to understand the scope/extent of work of the Program. During the program setup, the Program Manger shall:
· Meet with the NSO programs lead and PMO team, when applicable, to obtain a brief of the program, a list of the Client internal stakeholders, the program goals and objectives, and the store list for the program.
· Understand the program preliminary milestones, deliverables and desired completion date for the program.
· Assist in determining the necessary external stakeholders required to execute the program(s).
· Understand the decision-making, roles and responsibilities, expertise and capacity of internal and external stakeholders
· Review or assist Client with developing the program financial assumptions, cost model and program funding path.
· Identify potential program risks, challenges and impacts and propose solutions for review with Client to determine how these issues will be mitigated throughout program duration.
· Review quality control procedures to ensure achievement of required tolerances and precision.
· Assist Client in defining program requirements in terms of cost, schedule, operational and physical requirements.
· Review Client guidelines, playbooks and implement standards and processes.
Program Financial Management/Reporting
· Collaborate with the preparation of program funding documents as may be required for program approval, including the preparation of budgets, schedules, and the coordination of information from several internal stakeholder parties.
· Track the program trending cost against the approved budget.
· Work with PMO team to define, and create when required, the reports, reporting inputs, requirements and frequencies for the program. Assist with the creation of reports to communicate program progress.
· Propose financial controls and risk management procedures to be followed in the implementation of the program.
Real Estate and Landlord Coordination
· Coordinate access requirements for site surveys and other related work activities with the applicable Program Landlord and comply with all of each Landlord’s requirements and rules and regulations pertaining to each Program and the Work.
· Obtain all required landlord approvals as may be required by lease in order to execute the program. Such approvals may include but not be limited to: drawing approvals for Client Tenant drawings, access approvals for entry to, or work in, landlord dedicated spaces, access rights for work in other tenant spaces.
Design Management
· Manage the procurement of architecture and engineering services as required for the Program. Such services may include: the qualifying of new vendors, the preparation of an RFP and associated documents, scoring of the RFP, conducting interviews, an award recommendation to Client, the preparation of the Statement of Work for services, and managing any design directives for the Work.
· Liaise with the design team, represent Client interests during the design process, and conduct thorough drawing reviews of all architectural and engineering documents at each phase of the design process to ensure both completeness and conformance with the respective Client Design Standards for the program.
· Coordinate program design, reviews and approvals with Client internal stakeholders. Stakeholders may include Facility Managers, NSO operations, merchandising, security, IS&T and other business units as required.
· Where necessitated by Program budgets, facilitate value engineering with the program team on alternate methods and systems.
· Make recommendations for the required composition of drawing sets, specifications and details to be provided to construction teams to properly execute the program(s).
· Where a program becomes part of the store POR, facilitate the incorporation of the program elements, requirements, specifications and details into a bulletin standard by the Standards team.
Program Scope Development and Support
· Develop strategies for replenishment, spare and repair processes for new program elements that will be incorporated into new stores or will be required for break-fix scenarios.
· Flag potential code or accessibility issues with proposed program scope
· Develop training documentation(“playbook”) for Facilities Managers and Development team to facilitate surveys, program execution, post-launch maintenance requirements and processes.
· Recommend ways to streamline the program rollout through the creation of standardized templates, reporting and processes.
Permitting/certifications
· Work with Contractors, Other Consultants, and vendors to identify the permitting process and requirements, including building/construction permits, fire & safety permits, UL equipment certifications or other certifications as may be required.
· Make recommendations to Client whether a specialty consultant may be advisable to assist with obtaining permitting or approvals.
Direct Sourced Items
· Assist Client in determining requirements for all direct sourced items required for the program including but not limited to: furniture and fixtures, equipment, materials, building systems and controls, IS&T systems, security systems and other specialty systems as may be required for the program.
· Coordinate with and support Client’s internal stakeholders by: clarifying on-site dates for all commodities, aligning on quantities and cost for goods to be provided and ensuring budget conformance, confirming shipping, customs and warehousing strategies, communicating delivery, access, and installation requirements, and coordinating contractor support as required for Client’s Other Vendors.
· Assist with providing training of installation vendors as it pertains to program execution.
Construction Purchasing and Administration
· Represent Client’s interests during all phases of pre-construction and construction.
· Provide continuous cost management services throughout the pre-construction and construction period; provide regular program forecasts as required.
· Work with vendors and contractors to develop a comprehensive store by store BOM, delivery and installation schedule, and/or phasing plan to execute the installations required of the program.
· Ensure construction safety policies are maintained and enforced per industry standards and EH&S policies and procedures.
· Build and administer program specific milestone schedules, tracking logs and other program related reports. Submit all requests for approval to Client’s designated representative. All logs shall be maintained and updated in real-time and available to Client for review as required.
· Facilitate/coordinate program installation activities with the NSO and store teams. Manage any program level escalations; report any incidents to the Client representative including any proposed mitigating measures as soon as possible.
Scheduling
· Develop, seek Client’s approval of, and maintain the overall schedule for a program, including liaising with and coordinating all program Stakeholders to ensure all milestones are met with respect to the Client-approved program schedule.
· Report on the program's progress to Client on a bi-weekly or more frequent basis as requested by Client, and flag variances to the milestones in the Client-approved program schedule and recommend recovery plans that would allow the program schedule to be achieved.
Program Closeout/NSO
· Ensure that the closeout documentation is complete and uploaded to Client’s document management site.
· Facilitate and coordinate training with Client Retail's facilities team on new store elements installed in stores via the assigned programs.
Job Type: Full-time
Pay: From $160,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience level:
Weekly day range:
Experience:
- Program Management: 5 years (Required)
Work Location: Hybrid remote in Cupertino, CA
