Job Description
Job Title
Project Department Manager
Department
Project Management / Operations
Reports To
Project Director / General Manager / Executive Management
Job Summary
The Project Department Manager is responsible for leading and managing the project department to ensure successful delivery of multiple projects within approved scope, budget, schedule, and quality standards. The role involves strategic planning, project governance, resource management, client relationship management, team leadership, risk control, and continuous improvement of project delivery processes. The position ensures alignment between project objectives and organizational goals while maintaining compliance with contractual, safety, quality, and regulatory requirements.
Key Responsibilities
Department Leadership and Strategy
- Lead, manage, and develop the Project Department to achieve organizational objectives.
- Establish project management strategies, procedures, standards, and best practices.
- Develop annual project plans, resource requirements, and departmental objectives.
- Oversee the performance of project managers, engineers, coordinators, and support teams.
- Promote a culture of accountability, collaboration, innovation, and continuous improvement.
- Establish project governance frameworks and ensure consistent project execution methodologies.
Project Portfolio Management
- Oversee the planning, execution, monitoring, and successful completion of multiple projects.
- Review project plans, schedules, budgets, risks, and performance reports.
- Ensure projects are delivered within agreed timelines, costs, scope, and quality requirements.
- Monitor project progress and provide strategic direction to project teams.
- Support resolution of complex technical, operational, and commercial issues.
- Ensure effective project handover, close-out, and lessons learned processes.
Client and Stakeholder Management
- Build and maintain strong relationships with clients, consultants, contractors, and key stakeholders.
- Act as a senior point of contact for major projects and strategic accounts.
- Manage client expectations and ensure high levels of customer satisfaction.
- Participate in project reviews, negotiations, and contractual discussions.
- Address escalated issues, risks, and complaints effectively.
Financial and Commercial Management
- Develop and manage project department budgets and financial forecasts.
- Monitor project costs, profitability, cash flow, and commercial performance.
- Review project variations, claims, change orders, and contract matters.
- Identify opportunities for cost optimization and operational efficiency.
- Ensure projects achieve financial targets and business objectives.
Resource and Team Management
- Plan manpower, equipment, and resource requirements across projects.
- Recruit, train, coach, and mentor project management staff.
- Conduct performance reviews and support professional development.
- Ensure effective allocation of project resources based on priorities and workloads.
- Promote knowledge sharing and technical development within the department.
Quality, Health, Safety, and Risk Management
- Ensure compliance with quality management systems, HSE requirements, and regulatory standards.
- Implement project risk management processes and mitigation strategies.
- Review project quality plans, inspection reports, and compliance documentation.
- Support audits, investigations, and continuous improvement initiatives.
- Promote safe working practices across all project activities.
Reporting and Performance Monitoring
- Establish project performance monitoring systems and reporting standards.
- Review project KPIs, dashboards, progress reports, and management updates.
- Provide regular reports to senior management on project status, risks, opportunities, and performance.
- Analyze project trends and recommend improvements.
- Maintain accurate project documentation and records.
Qualifications
- Bachelor's degree in Engineering, Project Management, Construction Management, Business Administration, or a related field.
- Professional project management certification such as PMP, PRINCE2, or equivalent is preferred.
- Relevant technical or industry certifications are an advantage.
Experience
- Minimum of 10 years of experience in project management, including significant experience managing multiple projects or a project portfolio.
- Minimum of 5 years in a senior project management or departmental leadership role.
- Proven experience leading multidisciplinary project teams and managing complex projects.
- Experience in facilities management, construction, engineering, infrastructure, IT, or related industries is preferred.
Required Skills
- Strong leadership, strategic planning, and decision-making skills.
- Extensive knowledge of project management methodologies and best practices.
- Excellent financial, commercial, and contract management abilities.
- Strong stakeholder engagement and negotiation skills.
- Advanced risk management and problem-solving capabilities.
- Excellent communication, presentation, and reporting skills.
- Ability to manage multiple projects and competing priorities.
- Strong knowledge of project management tools and software.
- Proficiency in Microsoft Office Suite, MS Project, and reporting systems.
Key Performance Indicators (KPIs)
- Successful delivery of projects within agreed scope, budget, and schedule.
- Project profitability and financial performance.
- Client satisfaction and contract performance.
- Achievement of project department targets and objectives.
- Effective resource utilization and team performance.
- Compliance with quality, health, safety, and environmental standards.
- Risk identification and mitigation effectiveness.
- Project close-out and handover performance.
- Continuous improvement of project management processes.
Working Conditions
- Office-based with regular visits to project sites.
- Frequent interaction with clients, contractors, consultants, suppliers, and senior management.
- May require travel between project locations.
- May require extended working hours to support critical project activities and deadlines.
- Site visits may require compliance with safety procedures and use of appropriate PPE.
