[Hiring] Assistant Project Manager @Ubiquity

Role Description

As a Legal and Claims Intake Coordinator, you'll embody our mantra of Head, Heart, Hustle every day, delivering exceptional service with expertise, empathy, and a drive to succeed.

• Bid Coordination:
  • Obtain contractor and supplier proposals based on requirements established by the Project Manager.
  • Prepare comparisons of pricing, scope, exclusions, lead times, and payment terms.
  • Follow up on incomplete proposals and submit organized bid packages for review.
  • Obtain proposals from brand-approved vendors where required.
• Purchasing and Purchase Orders:
  • Prepare purchase orders for approved materials, equipment, furniture, and services.
  • Verify orders against approved specifications, quantities, pricing, and terms.
  • Verify FF&E and OS&E orders against brand standards and approved design specifications.
  • Route purchases through the company's approval process before making commitments.
  • Track orders, deliveries, backorders, returns, and damaged items.
  • Coordinate delivery, storage, and installation timing with vendors and hotel management to minimize guest disruption.
• Cost Tracking and Invoice Review:
  • Maintain accurate budget trackers, purchase order logs, and expense records.
  • Match invoices to approved orders and supporting delivery or completion documentation.
  • Research billing discrepancies and coordinate corrections with vendors and accounting.
  • Report anticipated overruns and unapproved charges to the Project Manager.
• Project Coordination:
  • Maintain schedules, meeting notes, action-item lists, and progress reports.
  • Follow up with vendors and contractors on established commitments.
  • Coordinate routine project communications with hotel teams.
  • Coordinate with hotel management on rooms taken out of service and work schedules in occupied areas.
  • Track brand Property Improvement Plan (PIP) requirements, deadlines, and completion documentation.
  • Document site progress and track punch-list items, including ADA items, under the Project Manager's direction.

Qualifications

• 2+ years of experience in project coordination, purchasing, construction administration, or a related field.
• Working knowledge of bids, purchase orders, invoices, and basic construction and renovation terminology.
• Strong Microsoft Excel skills, with the ability to maintain accurate trackers, logs, and records.
• Excellent organizational skills, attention to detail, and consistent follow-through on open items.
• Clear written and verbal communication with vendors, contractors, accounting, and hotel teams.
• Ability to work within established approval processes and escalate issues promptly.

Requirements

• Experience with hotel renovations, capital improvement projects, or FF&E procurement.
• Associate or bachelor's degree in construction management, business, or a related field.
• Familiarity with project management or task-tracking tools such as Microsoft Teams and Planner.
• Familiarity with brand PIPs and franchise standards (e.g., Hilton, Marriott, IHG).

Benefits

• Access to career development programs that help you grow professionally and personally.
• Be part of a people-first culture that values your contributions and supports your aspirations.
• Thrive in a dynamic, fast-paced environment where your hard work and dedication are celebrated.