Project Services Director

POSITION DESCRIPTION

TITLE:

Project Services Director

DEPARTMENT:

Project Services

REPORTS TO:

VP of Engineering

FLSA:

Exempt

WORK SCHEDULE:

M-F 8:00am – 5:00pm

TRAVEL REQUIRED:

Up to 10%

LOCATION:

Lakewood, CO

MANAGEMENT:

Yes

EEO:

First/Mid-Level Officials and Managers

JOB FAMILY:

First/Mid-Level Officials and Managers

A Little About Us: ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. From our Lakewood, Colorado office, we execute projects across North America spanning from California to Florida and Canada down to Mexico. Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of large facilities. ZAP operates at a fast pace while providing a team-centric approach to our work.

About your role:

The Project Services Director oversees the Project Controls, Document Controls, and Supply Chain teams, ensuring project assignments, task execution, and departmental standards align with company goals and industry best practices. This role position plays a key role in supporting engineering and construction operations, coordinating between teams, and fostering the development and performance of Project Services personnel.

Essential Duties and Major Responsibilities

General

- Collaborates with Vice Presidents, Directors, and Project Managers to effectively assign projects and tasks to the Project Services team, ensuring alignment with company goals and project objectives.

- Oversees the recruitment, hiring, training, and professional development of all members in the department, providing mentorship and fostering continuous improvement in skillsets and performance.

- Develops, implements, and updates departmental standards and best practices to enhance project services and align with evolving industry trends.

- Ensures adherence to established department processes and identifies opportunities for continuous improvement to enhance efficiency and effectiveness.

- Both self-performs and ensures subordinates successfully perform duties listed below under Projects Controls, Document Controls, and Supply Chain sections.

- Assists with other duties as assigned.

Project Controls

- Coordinates with internal teams and external stakeholders to compile and analyze project data, including financial metrics, earned value, and project status, for comprehensive status reporting.

- Manages earned value management processes, client communications, and the maintenance of project cash flow to ensure financial alignment with project goals.

- Develops and updates project and proposal schedules with a clear understanding of engineering and construction workflows.

- Supports construction operations by managing submittals, routing requests for information (RFIs), performing construction quantity takeoffs, tracking earned value, and facilitating communication between field teams and office-based project management.

- Coordinates project meetings, documenting and distributing detailed meeting minutes to internal and external teams to ensure clear communication and action plan follow-up.

Document Controls

- Ensures the integrity and accuracy of project documentation through quality assurance (QA) and quality control (QC) processes.

- Manages document routing, transmittal creation, and issuance.

- Maintains the project master drawing list, drawing folders, and document sharing platforms.

- Compiles and maintain job books to ensure accurate and organized project documentation.

Supply Chain

- Oversees the project Supply Chain lifecycle for materials, equipment and services, including planning, requisition, RFP issuance, bid evaluation, and order execution.

- Works with suppliers to expedite receipt of materials to ensure projects remain on schedule.

- Cultivates and maintain strong relationships with key vendors and suppliers, conducting performance evaluations and resolving disputes as needed.

- Drafts and reviews supply chain contracts, supply agreements, and modifications, working closely with the legal team. Coordinates vendor compliance reviews for contract terms and conditions, addressing performance issues proactively.

- Conduct market research to identify cost-saving opportunities and mitigate risks.

- Negotiates with suppliers to achieve optimal terms, balancing cost, quality, and delivery timelines.

- Prepares regular supply chain performance reports and strategic recommendations for senior management.

Education

- Bachelor’s degree in construction management, business, project management or similar field is required.

Type of Experience Needed to be Successful

- 10+ years of project controls experience is required. - 5+ years of supervisory experience is required. - 5+ years of industry experience is preferred.

Specialized Skills

- Excellent written and verbal communication skills.

- Advanced problem-solving skills in order to manage complex situations and resolve solutions anticipating needs now and into the future.

- Demonstrated ability of leadership skills with experience leading teams through strategic processes and align with peer group project needs and timelines.

- Proficiency in Microsoft Office Suite, including Word, Outlook, and Excel, as well as proficiency in scheduling software.

- Advanced awareness of workflow, and project tradeoffs to make decisions based on needs now and into the future.

Supervisory Expectations:

- The position supervises or manages the work of at least two full-time employees or the equivalent. The position includes decisions or recommendations regarding personnel actions such as hiring, disciplinary action, overtime, changes in pay and terminations.

Independence of Action

- Results are defined; the incumbent sets own goals and determines how to accomplish results with few or no guidelines to follow, although precedents may exist, supervisor/manager/leader provides broad guidance and overall direction.

Physical Demands and Work Environment: (The phrases "occasionally," "regularly," and "frequently" correspond to the following definitions: "occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time, and "frequently" means 2/3 and more of working time.)

- The work environment is the typical office and construction environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including staff, clients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others. As well as loud noises, OSHA hazards, industrial materials, machinery & equipment, dangers chemical substances, and interruptions requiring the employee to answer questions from others. Must be able to drive to sites or meetings with clients.

- The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

- While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.

- The employee must regularly lift and/or move up to 25 pounds and should do so in a sound and safe manner. This job's specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Hours:

Company Hours

This position works 8:00 AM to 5:00 PM. Hours vary and are dependent on business needs.

40 Hour Work Week

Monday through Friday, Hours may vary with the workload.

Evenings/Weekends/OT

As needed to satisfy the requirements of the position.

Core Competencies:

- Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Ability to communicate with clients or customers.

- Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

- Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan.

- Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

- Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

- Detail Oriented – Consistently checks and rechecks work product for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.

- Leadership - Exhibits confidence in self and others; inspires and motivates others to perform well; effectively influences actions and opinions of others; accepts feedback from others; gives appropriate recognition to others.

- Job Knowledge - Competent in required job skills and knowledge; exhibits ability to learn and apply new skills; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; uses resources effectively.