[Hiring] Facilities Project Manager @Heirloom

Role Description

The Facilities Project Manager will serve as the remote project manager for Capital Expenditure (CapEx) projects across Heirloom’s property portfolio. This individual owns the full lifecycle of facilities projects, from initial scoping with maintenance technicians and operations managers through vendor coordination, execution oversight, and project closeout. The role demands working knowledge of building systems (HVAC, plumbing, electrical, roofing, interior finishes) and the judgment to catch missing specs, challenge unreasonable bids, and escalate issues before they become crises. This is not a coordination role; it is a project management position that requires technical fluency, proactive ownership, and the ability to drive projects forward remotely across multiple markets.

Qualifications

• 3+ years of experience in facilities coordination, project management, or a related field within property management, hospitality, or real estate.
• Demonstrated experience managing CapEx or construction/renovation projects remotely.
• Strong vendor management skills with experience sourcing, negotiating with, and overseeing third-party contractors.
• Excellent organizational skills with the ability to manage multiple projects simultaneously across different markets.
• Proficiency in project management tools, spreadsheets, and work order management systems.
• Outstanding written and verbal communication skills in English; ability to communicate effectively across time zones and with diverse teams.
• Self-motivated, detail-oriented, and comfortable working independently in a remote environment.
• Willingness and ability to travel to U.S.-based markets as required.
• Experience in short-term rental or hospitality property management.
• Familiarity with procurement workflows, purchase order processes, and budget tracking.
• Background in data analysis or reporting for operational decision-making.
• Advanced English Proficiency required.

Requirements

• Travel to Heirloom’s operating markets as needed for project kick-offs, site assessments, vendor meetings, and quality inspections.
• Conduct in-person property evaluations, as needed, to support accurate project scoping and ensure alignment with field conditions.

Key Responsibilities

• Project Lifecycle Management:
  • Own the full lifecycle of CapEx projects across Heirloom properties, from initiation and scoping through execution, punch-list resolution, and closeout.
  • Collaborate with maintenance technicians and operations managers to assess property conditions, determine project scope, and define deliverables with clear acceptance criteria.
  • Develop project timelines, budgets, and milestones; track progress and report status updates to stakeholders on a regular cadence.
  • Ensure projects are delivered on time, within budget, and to Heirloom’s quality standards.
  • Maintain organized project documentation including scope of work, contracts, change orders, invoices, and completion reports.
• Vendor & Contractor Management:
  • Source, vet, and coordinate with third-party vendors and contractors to execute project work across all markets.
  • Obtain and critically evaluate bids and proposals, identify missing line items, unreasonable pricing, or scope gaps, and negotiate terms that protect Heirloom’s interests.
  • Schedule and dispatch vendors for on-site work; follow up on task completion, quality of work, and adherence to timelines.
  • Build and maintain a reliable, performance-tracked vendor network across Heirloom’s operating markets.
• Field Coordination & Stakeholder Communication:
  • Serve as the primary liaison between the offshore project management function and on-the-ground field staff, including maintenance technicians and market operations teams.
  • Coordinate site visits, inspections, and punch-list walkthroughs with field personnel to ensure project requirements are met.
  • Communicate project updates, schedule changes, and escalations clearly and promptly to all relevant stakeholders.
  • Proactively surface stalled tickets, aging work orders, and at-risk timelines before they escalate into larger problems.
• Financial Tracking & Procurement:
  • Review replacement tickets and input requisitions into tracking spreadsheets for procurement and budgeting purposes.
  • Generate and submit purchase orders for project-related materials and supplies.
  • Track project expenses and support invoice processing to ensure accurate financial reporting to the finance team.
  • Send stakeholders regular project status reports, including updates on open tickets, budget variances, and timelines.
• Systems, Reporting & Process Improvement:
  • Update essential work order attributes on a daily basis in preparation for dispatch and project tracking.
  • Prepare and distribute vacancy reports, open ticket reports, and project status dashboards to internal and external stakeholders.
  • Assist with database creation, updates, and maintenance to support operational workflows.
  • Collaborate on software and automation initiatives to improve project management and reporting efficiency.

Benefits

• Remote work
• Biweekly pay in USD
• Paid time off
• Opportunity to work with a U.S.-based luxury brand
• Travel to the U.S. market
• Indefinite-term U.S. contractor agreement