Project Manager

Inhabitr Inc. is hiring a Project Manager to oversee commercial furnishing projects from initial client engagement through design, procurement, delivery, and installation. The role coordinates clients and cross-functional teams while managing timelines, budgets, quality, contracts, invoicing, and project handover.

Responsibilities:

• Serve as the primary point of contact for clients throughout the project lifecycle, from initial planning through final installation and post-project support
• Understand client requirements, project goals, expectations, and preferences to ensure alignment with the proposed scope of work
• Maintain clear, proactive, and consistent communication with clients regarding project progress, updates, and potential challenges
• Build strong client relationships by ensuring transparency, responsiveness, and a positive project experience
• Review draft proposals, design plans, furniture selections, and layouts prepared by the design team to ensure alignment with client requirements and project objectives
• Provide constructive feedback to the design team and coordinate revisions as needed
• Gather client feedback on proposals and design concepts, ensuring that requested changes are accurately incorporated
• Facilitate approvals and ensure that finalized designs and proposals are communicated to all relevant internal teams
• Develop and maintain project schedules covering design, procurement, delivery, and installation milestones
• Track project progress against agreed timelines and proactively identify potential delays or dependencies
• Provide clients with regular updates on project status and communicate any changes to the proposed installation date
• Coordinate with design, procurement, logistics, and installation teams to ensure timely completion of all project milestones
• Escalate risks and delays promptly and develop mitigation plans to minimize their impact on project delivery
• Prepare and circulate internal contract summaries outlining the project scope, deliverables, commercial terms, payment milestones, timelines, and other key obligations
• Review contract terms to ensure that internal teams understand and fulfill their respective responsibilities
• Identify and flag potential contractual, operational, financial, or delivery risks affecting Inhabitr or the client
• Coordinate with relevant stakeholders to address contract-related queries, scope changes, and deviations from agreed terms
• Maintain clear documentation of contractual commitments, approved changes, and outstanding obligations
• Coordinate invoicing in accordance with contractual terms and agreed payment milestones
• Verify invoice accuracy, including project details, pricing, quantities, and applicable billing terms, before submission
• Track invoicing schedules and payment status, and coordinate with the finance team and clients to resolve discrepancies or outstanding payment issues
• Work closely with logistics and installation teams to coordinate furniture delivery, installation schedules, site readiness, and setup requirements
• Ensure that installation activities are completed efficiently, safely, and in accordance with the approved project scope and timeline
• Own project execution from initiation and planning through design approvals, procurement, delivery, installation, and final handover
• Coordinate cross-functional teams to ensure alignment on project requirements, responsibilities, dependencies, and deadlines
• Monitor project progress against scope, schedule, budget, and agreed deliverables
• Proactively identify and resolve operational bottlenecks, resource constraints, and execution challenges
• Ensure that projects are delivered in accordance with company standards, contractual commitments, and client expectations
• Serve as the point of coordination for client concerns, service requests, and issues arising during or after installation
• Work with the relevant internal teams to investigate issues, establish resolution timelines, and ensure timely closure
• Communicate resolution plans and progress to clients, keeping them informed throughout the process
• Identify recurring issues and recommend process improvements to prevent similar challenges in future projects
• Ensure a smooth project handover and maintain strong client relationships after project completion
• Monitor project deliverables and installation quality to ensure compliance with company standards and client-approved specifications
• Conduct or coordinate quality checks at key project milestones and during final installation
• Identify deficiencies, discrepancies, or incomplete work and coordinate corrective actions with the responsible teams
• Ensure that furniture, design elements, and installation outcomes meet the agreed scope and quality expectations before project closure
• Maintain accurate and organized project records, including contracts, project schedules, design revisions, approvals, invoices, payment records, and client communications
• Prepare regular project status reports highlighting progress, upcoming milestones, risks, dependencies, and outstanding action items
• Maintain clear records of scope changes, client approvals, issues, and their resolutions
• Ensure that project documentation is complete, accessible, and up to date for internal stakeholders
• Support continuous improvement by identifying opportunities to enhance project management processes, communication, and execution efficiency

Requirements:

• Experience: 5-7Years
• The ideal candidate will have strong project management, communication, coordination, and problem-solving skills, with the ability to collaborate across cross-functional teams to deliver projects seamlessly and ensure a high level of client satisfaction
• Strong project planning, organization, and time management skills
• Excellent written and verbal communication skills
• Strong client relationship management and stakeholder coordination abilities
• Ability to manage multiple projects and competing priorities simultaneously
• Strong problem-solving, decision-making, and issue-resolution skills
• High attention to detail, particularly in contract terms, invoicing, and project documentation
• Ability to identify risks, manage dependencies, and proactively address project delays
• Strong collaboration skills and the ability to work effectively with cross-functional teams
• Proficiency in project management tools, spreadsheets, and documentation systems
• A client-focused mindset with a strong sense of ownership, accountability, and commitment to delivering high-quality outcomes