Program Manager

Location: New York City, NY

Position Description:

The ideal selected candidate will have a strong background in integration, project management, procurement, and stakeholder coordination within a global organization. This position entails acting as a senior client/project manager and regional project lead to support clients with the integration of recently acquired businesses into their ecosystem. This role will be responsible for managing regional program and project management services, ensuring a seamless transition through effective coordination of stakeholders, procurement strategies, project execution, and compliance with operational and regulatory requirements.

Responsibilities:

Integration Project Initiation & Procurement:

Collaborate with internal and external stakeholders to understand key project objectives and constraints.
Lead due diligence efforts to assess existing technologies, site conditions, and limitations.
Develop procurement strategies for technology, design, construction, and workplace applications.
Work with sourcing and vendor management teams to develop procurement documentation.
Oversee procurement and installation schedules, ensuring alignment with key stakeholders.
Analyze vendor proposals, prepare recommendation reports, and manage procurement timelines.
Ensure vendors comply with project invoicing requirements and contractual obligations.

Project Management & Project Controls:

Develop and maintain a comprehensive project execution plan, updating schedules on a weekly basis.
Establish a coordinated meeting schedule, preparing agendas, minutes, and key documentation.
Maintain a risk register and recommend risk mitigation strategies.
Review and document change requests, cost adjustments, and project scope changes.
Lead project closeout activities, ensuring all tasks are completed on time.
Prepare weekly and monthly reports, tracking progress, milestones, and risks.
Utilize PM tools for migration schedules, tracking, and reporting.
Liaise with vendors for improvements and coordinate system updates.
Support communications and updates to project templates, dashboards, and reports.
Track and document project risks and issues.
Conduct retrospectives and ensure follow-up actions are addressed.
Assist in developing and maintaining technical and procedural documentation for the integration process.

Project Administration:

Maintain a project team directory and establish effective documentation and communication protocols.
Ensure all team members and vendors are aligned with project processes and documentation.
Coordinate with multiple internal and external teams.
Serve as the primary liaison for landlords and ensure all approvals are obtained.
Oversee move-in logistics, lease-end restorations, and vendor procurements.
Lead final project approval processes in coordination with stakeholders.

Closeout Activities:

Oversee the punch list resolution and final project documentation.
Ensure all as-built documentation, O&M manuals, and record drawings are received and archived.
Coordinate substantial completion and final acceptance certification.
Manage the handover process to the client’s Facilities department.
Participate in a lessons-learned workshop to improve future integration projects.

Ensure contractual closeout and compliance with all project requirements.

Skills & Requirements:

Bachelor’s degree in Program Management, Architecture, Engineering, Construction, or related degree required.
Minimum of 10 years related experience.
Strong expertise in procurement, vendor management, and contract negotiation.
Experience in risk management and financial tracking of project costs.
Excellent stakeholder management skills with experience in cross-functional, global team collaboration.
Strong analytical and problem-solving abilities, with a focus on process optimization.
Ability to manage multiple projects and prioritize under tight deadlines.
Familiarity with real estate, IT infrastructure, and workplace applications desired.
Licensure or registration in the United States is a plus.
LEED accreditation is a plus.
PMP or similar certification preferred.
Considered a high-level specialist, leads less experienced team members.
Must have the ability to be client-facing with strong verbal and written communication skills.
Strong business acumen, technical knowledge, coordination skills, and the ability to build a rapport with the project team and client is essential.
Proficiency in project management tools (e.g., Smartsheet, Microsoft Project, Excel).
Familiarity with Microsoft Office, MS Project, Deltek Vision, Bluebeam, as well as other data management software is required.