Project Manager

Who are we?

Phosters (FM) Ltd are fast-paced dynamic facilities maintenance company who operates nationwide, providing nearly 30,000 service visits to properties and sites across the United Kingdom. We provide a comprehensive facilities maintenance service to meet the diverse needs of our clients, through our dedicated team of professionals.

We are a company who values professionalism and fosters a culture of opportunity for growth and development. The people we employ define who we are, and we recognise that no individual is the same that’s why we are keen to continue to invest and upskill our workforce.

The purpose of this Scope of Work (SOW) is to engage a Project Management Integrator (PMI) to oversee and manage the execution of construction, renovation, and maintenance projects for the Defense Commissary Agency (DeCA) in the United Kingdom (specifically RAF Lakenheath). The PMI will manage all construction, renovation, and maintenance activities at RAF Lakenheath, ensuring compliance with U.S. Federal Acquisition Regulations (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and UK national and local regulations. The PMI will also address specific challenges related to operating within a UK-based U.S. military installation, coordinating with UK and U.S. authorities. The PMI will act as the primary coordinator to ensure that all project elements align with U.S. Federal Acquisition Regulations (FAR), Defense Federal Acquisition Regulation Supplement (DFARS), and UK national and local regulations.

The PMI’s role is not to select contractors but to oversee, coordinate, and integrate the work of contractors already selected, ensuring compliance with U.S. and UK regulations. They will also monitor and ensure that DeCA Surcharge Funds are utilized in strict compliance with DoD Financial Management Regulation (DoD 7000.14-R).

Job Description Summary

1. Contracting and Compliance Requirements

Funding Source: The Project Management Integrator (PMI) will oversee expenditures funded through DeCA Surcharge Funds for capital improvements. Key responsibilities include:

• Tracking all expenditures (labor, materials, etc.) with justifications linked to project components.
• Submitting monthly financial reports to DeCA, ensuring compliance with DoD Financial Management Regulations.
• Preparing for quarterly audits with audit-ready documentation.

DFARS/FAR Compliance:

The PMI will ensure adherence to federal acquisition regulations, including:

• Developing a Performance Work Statement (PWS) that outlines deliverables and quality standards.
• Complying with UK labor laws and collaborating with authorities for permits and certifications.
• Safeguarding sensitive project data per DoD cybersecurity standards.

Coordination with UK Regulatory Authorities: The PMI will maintain communication with UK regulatory bodies, focusing on:

• Securing necessary permits and ensuring compliance with building regulations
• Monitoring adherence to environmental regulations.

2. Scope of Services and Responsibilities

Project Management and Coordination:

The PMI will ensure project alignment among contractors and stakeholders by:

• Developing a Project Management Plan (PMP) within 30 days, detailing scope, budget, risk management strategies, and communication plans.

Contractor Oversight: Responsibilities include:

• Monitoring contractor performance through site visits and evaluations.Facilitating communication among DeCA, contractors, and regulatory authorities.Documenting contractor performance and addressing any issues promptly.

Financial Oversight:

The PMI will manage financial activities, including:

• Submitting monthly reports detailing expenditures and conducting cost variance analyses.
• Utilizing Earned Value Management (EVM) metrics to track project progress.

Risk Management:

The PMI will identify risks, develop mitigation strategies, and escalate issues to DeCA leadership as necessary.

Regulatory Compliance:

Ensure compliance with all relevant regulations by:

• Securing permits and ensuring contractors adhere to UK building codes.
• Managing environmental compliance, including waste and emissions.

3. Deliverables

Initial Project Management Plan (PMP):

To be submitted within 30 days of contract award, including scope, schedule, budget, risk management, and communication plans.

Bi-Weekly Progress Reports:

Updates on project status, contractor performance, and compliance.

Monthly Financial Reports:

Breakdown of costs and variance analyses ensuring compliance with Surcharge Fund regulations.

Final Project Report:

Summary of project outcomes, final financials, and regulatory compliance upon completion.

4. Qualifications

Essential Education and Certification:

Higher National Certificate (HNC) or equivalent in relevant fields; project management certification preferred.Must be eligible for or able to obtain unescorted access to U.S. military installations.

Experience:

Minimum of 10 years managing construction projects with FAR/DFARS compliance, particularly in the UK context.Proven experience working with UK regulatory bodies.

Language Proficiency: Fluency in English is essential for effective communication with stakeholders.

5. Period of Performance:

The initial contract period is six months, with a potential six-month extension based on performance.

6. Travel Requirements:

Frequent travel to UK DeCA facilities (e.g., RAF Lakenheath) for oversight and coordination is required.

7. Security Clearance:

Must meet Public Trust clearance requirements and comply with DFARS cybersecurity standards.

8. Audit and Oversight:

The PMI must maintain audit-ready documentation at all times for quarterly audits focusing on fund compliance, financial accuracy, and regulatory adherence.

Package:

• Company vehicle
• Fuel card
• Mobile phone
• Laptop
• 25 days holiday per annum + Bank holidays
• Salary to be discussed at interview depending on experience.

We have an extensive training programme for all employees to encourage continuous professional development to progress within the company.