Caltech · 16 hours ago
Associate Project Manager
Pasadena, CA
Full-time
Onsite
Entry, Mid Level
$106K/yr - $119K/yr
2+ years expCaltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. The Associate Project Manager will support the management of capital improvement projects and annual laboratory and office renovation projects, requiring knowledge of project management best practices from inception through close-out.
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Responsibilities
Support of conducting comprehensive research on project needs, the support of integrating project functions within the framework of ongoing activities within the Institute, advising customers on project plans, supporting the design and construction of multiple projects, assist in preparing budgets, schedules, scopes of work, meeting minutes, status reports, scheduling meetings, and managing meeting logistics
Responsible for assisting in developing construction contracts; supporting the bidding process, documentation, invoices, change orders, commissioning, and close-out of the projects
Maintain close working relationships with management, stakeholders across the Institute, Institute clients and external design and construction professionals
Work collaboratively with the Divisions and Departments in developing project scope, prioritizing items, support the identifying value engineering opportunities, collaborating with operations and internal architects and engineers to define project scope early throughout the design phase
Create and present draft budgets and support the delivery of projects within budget constraints
Facilitator between departments such as Facilities Operations, EH&S, Security and Parking, Finance, IMSS, and others as needed to establish successful projects from beginning through completion
Manage 2-4 small projects independently with the guidance from the Team Lead
Support the project management team on larger construction projects in project meetings, submittal and RFI management, AiM processes, project management software, and more
Support and compile the necessary documentation in preparation for bidding to architects and engineers, contractors, and other consultants/vendors. Support the construction progress through in-person and virtual meetings, consultations, and field observations
Coordinate the QA/QC process with contractors, engineers, architects, PDC technical team, Facilities Operations, EH&S, IMSS, and others as needed
Support the review and approval process throughout the design and construction phase for adherence to Caltech design standards, project specifications, and local / government code compliance and regulatory standards
Manage the bidding process in collaboration with the Contracts Manager
Support the development of the scope of project and inform the project management team when it is necessary to obtain additional approval for scope creep with various leaders and monitor throughout the project
Provide design and construction administration support, coordinating with engineering consultants and PDC staff to review construction documents, submittals, RFIs, issues, and field observation reports
Provide administrative support (AiM) with pay apps, invoices, purchase orders, change orders, potential change orders, small construction contracts, IWAs, IWAAs, develop work orders, purchase requests via work orders, budget revision/management, and allotment requests on small projects
Prepare draft progress and financial reports for all on-going projects
Advise customers and stakeholders on project plans, effectively support the management of client expectations throughout the planning, execution, and closure of projects by anticipating risks, challenges and developing contingency plans accordingly
Ensure maintenance of complete and accurate files suitable for audit purposes on all projects
Perform other related duties as assigned including Emergency Operation Center Support when required
Qualification
Required
BA/BS degree, preferably in architecture, engineering, interior design, construction management, city planning, or other related discipline
Minimum 2 years' work experience in assistant or associate project management or construction management of new building and/or renovation projects
Complete OSHA 10-hour Construction Training within six months of employment and refresher training every 4 years
Strong verbal and written communication skills are required, as is the ability to effectively communicate with all levels of management and other professionals
Ability to multi-task and seamlessly shift between multiple priorities
Proficient in the use of MS Outlook, PowerPoint, Word, Excel, Project, Bluebeam, Adobe PDF, Zoom, and project management software
Bluebeam experience
The candidate must be able to walk and/or stand for long periods of time, push, pull, and stoop and bend to accomplish job duties throughout the day on a regular basis
Must be able to lift and carry 25 lbs., walk half a mile unaided, climb ladders and stairs, and enter and leave excavations for the purpose of observing and planning work
Must be able to travel to buildings on campus for the purpose of observing, planning, and documenting work
Preferred
4 or more years' work experience in assistant or associate project management or construction management of new building and/or renovation projects
Institutional and Higher Education project experience
Educational and research laboratory project experience
Recent construction or construction management experience
Large and small project experience
Owner's representative experience
State of California licensed professional
LEED AP or LEED GA certification or the ability to obtain one
Project management systems expertise, Project Management Professional Certification
AutoCAD, and Adobe suite
Strongly Preferred: Submit a Cover Letter
Benefits
Health, dental, and vision insurance
Retirement savings plans
Generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.)
Tuition reimbursement
Onsite counseling
Sick time
Company
Caltech
Caltech is a science and engineering research and education institution.
1001-5000 employees
H1B Sponsorship
Caltech has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (156)
2024 (95)
2023 (105)
2022 (83)
2021 (30)
2020 (22)
Funding
Current Stage
Late StageTotal Funding
$86.51MKey Investors
US Department of EnergyAlfred P. Sloan Foundation
2024-07-17Grant· $10M
2019-09-27Grant· $75M
2019-01-01Grant· $1.51M
Leadership Team
Frances Arnold
Linus Pauling Professor
John Preskill
Professor of Theoretical Physics
Recent News
2025-12-17
PhysOrg.com
2025-12-03
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