The Project Manager is responsible for managing commercial kitchen ventilation projects from order approval through manufacturing, delivery, installation, inspection, and final completion. This position serves as the primary point of contact between the customer, general contractor, engineers, vendors, field technicians, production team, and internal departments.
The Project Manager must ensure each project is properly coordinated, accurately documented, completed on schedule, and delivered according to the approved plans, customer requirements, and applicable project specifications.
Primary ResponsibilitiesProject Planning and Coordination
- Review new projects, contracts, proposals, approved drawings, equipment schedules, and project requirements.
- Confirm the project scope, equipment specifications, site conditions, responsibilities, and required completion dates.
- Develop and maintain a project schedule covering approvals, equipment releases, manufacturing, delivery, installation, startup, and inspections.
- Coordinate project requirements with engineering, purchasing, production, service, shipping, and installation departments.
- Identify missing information, conflicts, and potential delays before they affect the project.
- Track all project milestones and communicate changes to the appropriate parties.
- Maintain accurate and organized project files in the company’s project-management and CRM systems.
Customer and Contractor Communication
- Serve as the primary contact for customers, general contractors, engineers, architects, and other project representatives.
- Provide regular updates regarding submittals, manufacturing status, delivery dates, installation, and project completion.
- Respond promptly and professionally to customer questions and concerns.
- Document important conversations, decisions, approvals, and changes.
- Coordinate jobsite meetings, delivery requirements, installation dates, and inspection schedules.
- Clearly communicate customer expectations and project priorities to internal departments.
Drawings, Submittals, and Approvals
- Review shop drawings, equipment layouts, specifications, and submittal packages for accuracy and completeness.
- Confirm hood dimensions, equipment locations, exhaust and supply airflows, utility requirements, control requirements, and installation conditions.
- Submit drawings and product information to customers and project representatives for approval.
- Track submittal status and follow up until approvals are received.
- Ensure approved drawings and revisions are distributed to production, purchasing, installation, and other affected departments.
- Prevent equipment from being released for manufacturing until the required approvals and information are received.
Manufacturing and Purchasing Coordination
- Coordinate with the factory scheduler to establish production priorities and required completion dates.
- Confirm that bills of materials, approved drawings, and project documentation are complete before manufacturing begins.
- Coordinate with purchasing to identify long-lead materials and project-specific components.
- Monitor manufacturing progress and address issues that could affect the delivery schedule.
- Verify that completed equipment matches the approved project requirements before shipment.
- Communicate manufacturing or material delays to customers and management.
Delivery and Installation Coordination
- Confirm jobsite readiness before scheduling delivery or installation.
- Coordinate shipping dates, delivery access, crane requirements, equipment staging, and receiving responsibilities.
- Schedule Hood Depot International installers, subcontractors, service technicians, and startup personnel as required.
- Provide field personnel with the latest approved drawings, project information, contacts, and scope of work.
- Track installation progress and promptly address field conditions or conflicts.
- Document shortages, damages, incomplete work, and corrective actions.
- Coordinate return visits and completion of outstanding work.
Change Orders and Cost Control
- Identify work or equipment that is outside the original project scope.
- Prepare and submit change-order requests before additional work is performed whenever possible.
- Track approved and pending change orders.
- Monitor project costs, material expenses, labor requirements, freight, and subcontractor charges.
- Review supplier and subcontractor invoices related to assigned projects.
- Help protect project profitability by preventing unapproved work, avoidable expenses, and scheduling errors.
- Report significant cost changes or potential losses to management.
Startup, Inspection, and Project Closeout
- Coordinate equipment startup, testing, air balancing, fire-suppression work, and required inspections.
- Track project deficiencies, punch-list items, and outstanding service issues.
- Ensure required corrections are scheduled and completed promptly.
- Collect startup reports, test reports, warranties, manuals, inspection approvals, and closeout documents.
- Confirm the customer’s project requirements have been satisfied before closing the project.
- Assist the accounting department with billing milestones, final invoices, and outstanding payment documentation.
Daily Project-Management Expectations
- Review notes from jobs visited or serviced the previous day.
- Determine whether additional materials, labor, scheduling, or customer communication are required.
- Review upcoming scheduled and tentative jobs.
- Confirm that customers and contractors have accurate scheduling information.
- Follow up on open approvals, purchase orders, material deliveries, production dates, and field work.
- Update project notes, tasks, schedules, and status information in the company’s CRM or project-management system.
- Immediately communicate any issue that may affect project cost, quality, or completion date.
Qualifications
- High school diploma or equivalent required; associate or bachelor’s degree in construction management, engineering, business, or a related field preferred.
- Previous experience in project management, construction coordination, HVAC, commercial kitchen ventilation, sheet-metal fabrication, or mechanical contracting preferred.
- Strong organizational, planning, communication, and follow-up skills.
- Ability to manage multiple active projects and changing priorities.
- Ability to read construction drawings, mechanical plans, equipment schedules, and project specifications.
- Proficiency with Microsoft Outlook, Excel, Word, PDF software, CRM systems, and project-management platforms.
- Basic understanding of commercial construction scheduling and jobsite coordination.
- Ability to communicate professionally with customers, contractors, engineers, inspectors, vendors, and internal employees.
- Strong attention to detail and problem-solving ability.
- Ability to work independently while coordinating effectively with multiple departments.
Preferred Knowledge
- Commercial kitchen exhaust hoods and ventilation systems
- Make-up air units and kitchen cooling equipment
- Exhaust and supply fans
- Grease duct systems
- Fire-suppression systems
- Electrical controls and equipment interlocks
- Mechanical and construction drawings
- Equipment startup and air-balancing procedures
- Construction permitting and inspection processes
- Commercial kitchen ventilation codes and standards
Performance Expectations
Success in this position will be measured by:
- On-time project completion
- Accuracy of project information and documentation
- Timely customer communication
- Proper coordination between departments
- Reduction of manufacturing and installation errors
- Effective management of project costs and change orders
- Timely resolution of jobsite issues and punch-list items
- Customer satisfaction
- Project profitability
- Accurate and complete project closeout
Work Environment
- Full-time position based at Hood Depot International.
- Work is performed in an office, manufacturing facility, and active construction sites.
- Local travel to jobsites, meetings, inspections, and customer locations may be required.
- Must be able to safely enter construction and manufacturing areas.
- Must be available to respond to urgent project and scheduling issues when necessary.
Schedule
Monday through Friday, with additional hours as required to support project deadlines, installations, inspections, and customer needs.
Pay: $58,519.09 - $70,474.60 per year
Benefits:
- 401(k) matching
- Dental insurance
- Flexible schedule
- Paid time off
- Retirement plan
Work Location: In person
