Project Manager – Architecture / Compliance

Position Overview

We are seeking a highly organized and detail-oriented Project Manager to oversee architecture, permitting, compliance, violations, inspections, and agency-related projects for a fast-paced NYC architecture and real estate compliance firm.

This role is ideal for someone who can coordinate multiple active projects, manage deadlines, communicate with clients and consultants, track filings and approvals, and make sure each project continues moving from intake through completion.

The Project Manager will work closely with architects, expeditors, filing representatives, inspectors, engineers, clients, contractors, property managers, and city agencies. The right candidate must be comfortable managing many moving parts at once and following up relentlessly until issues are resolved.

This is not a purely administrative role. This person must understand project flow, identify missing items, coordinate responsible parties, and keep projects organized, documented, and moving.

Core Purpose of the Role

The Project Manager is responsible for making sure every assigned project has:

A clear scope
A current status
A next step
A responsible party
A deadline
Proper documentation
Client communication
Internal accountability

The goal is simple: projects should not stall because no one knows what is happening.

Key Responsibilities1. Project Coordination

Manage architecture, compliance, permitting, violation, inspection, and agency-related projects
Track project status from intake through closeout
Coordinate with architects, drafters, expeditors, engineers, inspectors, contractors, and clients
Maintain project schedules, task lists, and status updates
Identify delays, missing information, and bottlenecks
Follow up with internal team members and outside parties until tasks are completed
Ensure project records are organized and up to date

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2. Client Communication

Serve as a primary point of contact for assigned clients and projects
Provide clear and professional project updates
Request missing documents, approvals, payments, access, and information
Explain project steps, timelines, and outstanding issues
Manage client expectations and escalate sensitive matters when needed
Document important client communications and decisions

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3. Agency Filing & Compliance Tracking

Track filings, permits, objections, inspections, approvals, sign-offs, violations, and agency deadlines
Coordinate with expeditors and filing representatives on DOB NOW, BIS, FDNY, HPD, DOT, DEP, LPC, OATH, and related agency matters
Monitor project milestones and agency responses
Help organize correction packages, resubmissions, permit renewals, and closeout steps
Maintain accurate records of agency filings and compliance status

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4. Architectural & Technical Coordination

Coordinate drawing production, consultant input, field measurements, owner approvals, and filing requirements
Work with architects and drafters to track drawing progress and submission readiness
Help identify missing drawings, reports, forms, inspections, or technical documents
Coordinate consultant deliverables such as structural, mechanical, plumbing, sprinkler, fire alarm, asbestos, energy, and special inspection items
Ensure project documents are properly organized before submission or client delivery

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5. Billing, Proposals & Scope Control

Coordinate with billing and proposal staff to confirm project scope, fees, retainers, and payment status
Track approved proposals and project activation requirements
Identify out-of-scope work and flag change order opportunities
Monitor whether invoices, deposits, and milestone payments are current
Help prevent unpaid work from continuing without management approval
Support collections by confirming project status and completed deliverables

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6. Internal Team Management

Assign and track tasks with architects, drafters, expeditors, inspectors, and administrative staff
Hold team members accountable for deadlines and deliverables
Prepare weekly project summaries and priority lists
Run or support project status meetings
Escalate stalled or high-risk projects to management
Maintain discipline around task ownership, documentation, and follow-up

7. Reporting & Documentation

Maintain project dashboards, trackers, folders, and status reports
Prepare weekly reports showing:
Active projects
Stuck projects
Upcoming deadlines
Missing client items
Open agency objections
Pending inspections
Billing issues
Closeout items
Ensure all major project actions are documented and easy to retrieve

Qualifications

Prior experience in project management, architecture, construction, real estate, permitting, expediting, compliance, or professional services
Strong organizational and follow-up skills
Ability to manage multiple active projects at once
Excellent written and verbal communication
Strong attention to detail
Comfortable working with clients, consultants, contractors, and internal staff
Ability to understand project scope, deadlines, deliverables, and dependencies
Comfortable with spreadsheets, project management systems, email, cloud folders, and CRM tools
Ability to work in a fast-paced environment with shifting priorities

Preferred Experience

Experience with any of the following is strongly preferred:

NYC DOB filings
DOB NOW / BIS
FDNY applications
HPD violations or filings
DOT permits or sidewalk violations
DEP filings
LPC filings
OATH violations
Place of Assembly applications
TCO / CO processes
Violation removals
Construction administration
Architectural drawing coordination
Special inspections
Real estate compliance
Property management or owner representation

Ideal Candidate

The ideal candidate is organized, direct, persistent, and practical. They know how to follow up without being passive, how to communicate without creating confusion, and how to keep projects moving even when clients, consultants, agencies, and internal staff all somehow manage to become unavailable at the exact same time.

This person should be comfortable managing details but also able to see the bigger picture. They should understand that project management is not just making lists. It is making sure the list gets done.

Required Skills

Project coordination
Client communication
Deadline tracking
Task management
Follow-up and accountability
Document organization
Basic technical understanding
Agency filing coordination
Scope and billing awareness
Problem solving
Professional communication
Team coordination

Pay: $111,601.13 - $148,272.33 per year

Benefits:

Life insurance

Work Location: In person