Project Manager - Southwest Studio

JOB TITLE: Project Manager

DEPARTMENT: Southwest Studio

REPORTS TO: Managing Director

LSA STATUS: Exempt

JOB TYPE: Full time

LOCATION: Candidates must reside in or near one of the listed cities. Fremont, CA; Tracy, CA

COMPENSATION: $70K - $73K

CONFLICT OF INTEREST POLICY

At Meteor, integrity and transparency are paramount in all our operations and interactions. To avoid any potential conflicts of interest and maintain the trust of our public customers, we regret that we cannot consider applications from individuals who are currently employed by organizations that are customers of Meteor, where they hold positions that could influence the purchasing decisions regarding our products or services. This policy ensures fairness and impartiality in our hiring process and customer interactions.

If you fall under this category, we appreciate your understanding and encourage your continued support as a valued customer.

SUMMARY OF POSITION

The Project Manager (PM) owns the fulfillment of assigned projects, exceeding the expectations of the customer, and ensuring profit protection. This involves managing the order process of educational fixtures and furniture for our clients through order entry, delivery scheduling, installation coordination, onsite project management and punch list processing. The candidate will lead through influence as well as detailed planning, coordination and communication with customers, vendors, installers, and the Studio team. The PM oversees all tasks, critical dates, client, and third-party interface Insights customer portal, client relations, performance quality, budget, and project administration for each assigned project.

ESSENTIAL RESPONSIBILITIES

Project Planning, Coordination and Management

• Attends project meetings as required to establish overall project scope in concert with Studio Team and manage project from purchase order through completion.
• Works collaboratively with Studio Team to deliver exceptional customer journey.
• Directs, coordinates, and manages tasks, assignments, and completion for entire studio and project team.
• Coordinates with studio team to develop work plans, schedule, and logistics based on overall project parameters, project schedule and scope, and customer’s goals.
• Reviews project site, plans, and product specifications.
• Works with the Studio team of designers and Project Coordinators to ensure complete turnover of all project information including but not limited to plans, notes, room door lists, notes following the receipt of purchase order.
• Acts as a single point of contact for client and suppliers.
• Communicates proactively and effectively with customers and provides detailed project updates.

Project Administration

• Maintains detailed project documentation of key project decisions including customer requests and revisions.
• Provides timely, formal written communications throughout project to client, third parties, and Meteor project team.
• Manages accurate and detailed record keeping including receiving documentation, time sheets and contract adherence, sign-offs and approvals, and key decision records.
• Maintains Insights in concert with Learning Environment Specialist to ensure current and accurate information is represented to the customer during and following project installation.

Project/Installation Implementation

• Coordinates with Studio Project Coordinator (PC )and Learning Environment Specialist (Sales) under standardized practice through the Best Practice Leader in planning, scheduling, and managing installations and third-party installation companies.
• Works collaboratively with Studio Team to deliver exceptional customer journey.
• Performs on-site leadership, strategic site visits, and attends walk-throughs as required.
• Supervises site furniture and fixture installation including performance of work, installation administration, and timeliness of task completion.
• Keeps current with ERP database, all acknowledgments and estimated delivery dates, engaging in continuous follow-up, and expediting with freight suppliers and factories.
• Manages and provides instruction to Meteor logistics team regarding coordination of freight costs and meeting delivery schedule.
• Reviews open projects and Unbooked Sales Report on a weekly basis ensuring all forecasted dates are current.
• Ensures all proof of delivery documents and field paperwork are submitted in a timely manner.
• Frequent and/or overnight travel is required for this position.

Punch and Project Close-Out

• Performs project walk-through and is responsible for developing punch list with the third-party installer and punch list resolution.
• Confirms project completion.
• Manages all final project close-out requirements including contract requirements and client signoffs.
• Coordinates with billing and ensures timely submission of invoices.

Information Technology (IT) Requirements:

• Must be proficient in MS Office suite (Word, PowerPoint, Excel).
• Must be proficient in Salesforce software
• Must attend training within the first 30 days of employment and develop proficiency with
• Meteor-specific software including Insights Customer Portal and ERP.

Requirements

NOTE: All Meteor new hires are expected to attend an in-person cultural orientation, which typically takes place 3–6 weeks after their start date and requires travel to our home office in Gainesville, FL. This approximately one-week experience is focused on company culture, values, and connection across teams and is separate from role-specific job training. Employees may also be asked to travel for annual company meetings or other business events. All required business travel expenses are covered by Meteor in accordance with our travel and expense policy.

• College degree, or work experience equivalent is required.
• An MVR check is required. Must possess a valid driver’s license and a reliable vehicle.
• Strong knowledge of all aspects of project management including account management, order management, installation, relocation, and project administration.
• Project Management accreditation a plus, PMP.
• Exceptional customer service skills and ability to effectively lead and manage third parties.
• Excellent written and communication skills.
• Proven ability to multi-task while managing timelines and deadlines.
• Ability to think critically, make quick decisions, and problem solve.
• Strong attention to detail.
• This job description is not designed to cover or contain a comprehensive listing of all activities, duties, and responsibilities.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. Safety equipment must be worn on job sites as required. The employee is regularly required to stand, walk, sit, and reach with hands and arms. The employee must be able to lift and/or move up to 40 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. The work hours for this position vary by client needs and may occasionally require working holidays and/or weekends.

Benefits

• Medical, Dental, Vision
• Basic Life AD&D (100% employer paid)
• Short Term Disability (100% employer paid)
• Long Term Disability (Not employer paid)
• 401(k) + matching
• Supplemental Insurance
• Flexible Spending Account
• Paid Time Off
• Paid Parental Leave (8 weeks)
• 2 Volunteer Days
• 9 Company Paid Holidays
• Primary Caregiver Leave (40 hours)
• Employee advocates serving to sustain employee wellness in the workplace