Sprinkler Division Tenant Improvement Project Manager in Seattle, Washington at AAA FIRE PROTECTION INC

Position Overview

The Sprinkler Division Tenant Improvement Project Manager is responsible for managing awarded fire sprinkler tenant improvement, retrofit, remodel, and light commercial construction projects from handoff through closeout.

This role is focused on project execution, field coordination, general contractor communication, scheduling, change order management, job cost tracking, and ensuring projects are completed safely, professionally, profitably, and in alignment with AAA Fire Protection standards.

The Project Manager will work closely with general contractors, customers, design teams, permitting authorities, field personnel, foremen, subcontractors, vendors, and internal support staff to ensure each project is properly planned, coordinated, executed, billed, and closed out.

This position requires strong knowledge of fire sprinkler construction, tenant improvement work, project sequencing, jobsite coordination, NFPA requirements, and the expectations of working directly with general contractors on active construction projects.

This role is focused on project management and field execution after award. Estimating and preconstruction responsibilities will be handled by the estimating team, with the Project Manager supporting awarded project review, handoff, change orders, and execution planning.

Key Responsibilities:

Project Management & Execution

• Manage awarded fire sprinkler tenant improvement, retrofit, remodel, and light commercial construction projects from handoff through completion.
• Review awarded project scope, estimate breakdowns, drawings, specifications, exclusions, assumptions, schedules, and contract requirements during project handoff.
• Lead internal project kickoff meetings with estimating, design, coordination, field leadership, and assigned field personnel.
• Develop and maintain project execution plans, including schedule requirements, labor planning, material needs, design timelines, permit status, subcontractor coordination, access requirements, and jobsite constraints.
• Coordinate closely with general contractors, superintendents, project managers, owners, and other trades to keep projects moving and avoid delays.
• Manage day-to-day project communication with general contractors and customers, including schedule updates, project status, manpower planning, change order impacts, access issues, and field coordination items.
• Track project milestones, including design completion, permit submission, permit approval, material release, mobilization, rough-in, inspections, testing, fire final, punch list, closeout, and billing.
• Coordinate with internal design teams to ensure drawings, submittals, hydraulic calculations, revisions, permit comments, and field changes are completed on time.
• Coordinate with field leadership and assigned foremen to ensure crews understand the approved scope, labor budgets, project expectations, safety requirements, and schedule milestones.
• Monitor project labor, material, subcontractor, equipment, permit, and other project costs throughout the life of each project.
• Review job progress regularly to ensure projects remain on schedule, on budget, and in alignment with expected gross margin.
• Identify project risks early, including access issues, trade conflicts, design conflicts, schedule compression, missing information, existing system conflicts, phasing issues, and unapproved scope changes.
• Ensure all work is performed in accordance with applicable codes, approved drawings, project specifications, company standards, and AHJ requirements.

General Contractor & Jobsite Coordination

• Serve as the primary point of contact for general contractors after project award.
• Attend project meetings, site walks, coordination meetings, OAC meetings, foreman meetings, and schedule meetings as needed.
• Build and maintain strong working relationships with general contractors, superintendents, project managers, owners, and other trades.
• Coordinate sprinkler work with framing, mechanical, electrical, plumbing, ceiling grid, drywall, fire alarm, and other construction activities.
• Review project schedules and communicate manpower needs, material lead times, design timelines, permit requirements, and inspection requirements clearly.
• Confirm jobsite readiness before mobilizing field crews, including access, approved drawings, material availability, lift needs, shut-down coordination, fire watch requirements, and other site-specific requirements.
• Ensure field crews have the information, materials, tools, equipment, approved drawings, and direction needed to perform the work efficiently.
• Communicate schedule delays, access restrictions, trade conflicts, design changes, or other impacts to the general contractor and internal team in a timely and professional manner.
• Support jobsite problem solving while protecting company interests, project scope, schedule, and profitability.
• Represent AAA Fire Protection professionally on all jobsites.

Change Order Management

• Identify work that falls outside of the approved scope, contract documents, proposal assumptions, or project estimate.
• Prepare, price, submit, and track change order requests for added scope, design changes, field conflicts, schedule impacts, rework, delays, off-hours work, phasing changes, added trips, or other project impacts.
• Coordinate with estimating, design, field leadership, and vendors as needed to build accurate change order pricing.
• Ensure additional work is not performed without proper approval unless specifically authorized by division leadership.
• Maintain clear documentation supporting change orders, including photos, field notes, emails, drawings, revised plans, RFI responses, schedule impacts, and direction from the general contractor.
• Communicate change order status clearly with general contractors and internal teams.
• Track approved, pending, rejected, and potential change orders throughout the life of the project.

Financial Management & Billing

• Manage project financial performance from award through closeout.
• Track labor hours, material costs, subcontractor costs, equipment costs, permit/design costs, and other job costs against the original estimate and project budget.
• Review job cost reports regularly and take action when projects are trending over budget or below target margin.
• Support accurate progress billing, schedule of values, stored material billing, change order billing, and final billing.
• Coordinate with internal administrative and billing teams to ensure invoices are submitted timely and accurately.
• Confirm billing milestones with general contractors and ensure required backup documentation is provided.
• Track retainage, payment status, unpaid change orders, and closeout billing requirements as needed.
• Help protect company cash flow by ensuring project billing is not delayed due to missing documentation, incomplete SOVs, unsigned change orders, or unresolved closeout items.

Documentation, Submittals & Closeout

• Maintain organized project files, including contracts, proposals, drawings, submittals, permits, RFIs, change orders, schedules, meeting notes, inspection records, test reports, closeout documents, correspondence, and project photos.
• Coordinate required submittals, product data, material documentation, lift plans, safety documents, permits, inspection requests, test documentation, and closeout packages.
• Track permit status and coordinate with design, AHJs, and general contractors to ensure permit requirements are met.
• Coordinate inspections, hydrostatic testing, fire finals, deficiency correction, punch list completion, and final acceptance.
• Ensure all closeout documentation is completed and submitted in accordance with project requirements.
• Support warranty transition and communicate any remaining project-specific information to service or internal teams after closeout.

Internal Communication & Leadership

• Work closely with estimating, design, coordination, field leadership, foremen, service teams, accounting, billing, and division leadership.
• Provide clear project updates to division leadership regarding schedule status, financial performance, manpower needs, risks, change orders, and customer concerns.
• Support foremen and field teams by removing roadblocks, clarifying scope, coordinating materials, addressing GC questions, and helping keep projects organized.
• Hold field personnel accountable to approved scope, quality expectations, safety requirements, labor budgets, and project schedules.
• Assist with improving internal project management processes, handoff procedures, job tracking tools, billing workflows, change order processes, and closeout standards.
• Promote a team-first culture focused on professionalism, accountability, communication, quality, safety, and customer service.

Benefits

• Medical, Dental and Vision coverage, including some plans that are 100% employer paid
• 401K Retirement Plan with Company match
• 8 paid holidays off per year
• Paid Time Off (PTO) Plan
• Life Insurance
• Employee Assistant Program
• Company Paid Short- and Long-Term Disability Insurance
• Salary Range $75k-$110k DOE

• Minimum of 5 years of experience in fire sprinkler project management, field supervision, construction coordination, estimating, design, installation, or related sprinkler construction experience.
• Strong knowledge of fire sprinkler tenant improvement, retrofit, remodel, and light commercial construction projects.
• Experience working directly with general contractors, superintendents, project managers, owners, AHJs, subcontractors, vendors, and field crews.
• Strong understanding of NFPA 13, 13R, 13D, 14, 20, 24, 25, and local jurisdictional requirements.
• Ability to read and interpret architectural, mechanical, civil, fire sprinkler, fire protection, and construction drawings.
• Ability to understand project schedules, construction sequencing, trade coordination, jobsite access requirements, phasing, and project constraints.
• Experience managing labor budgets, material costs, subcontractor costs, change orders, project billing, and job cost performance.
• Strong written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple projects, deadlines, schedules, customers, and priorities at the same time.
• Ability to professionally communicate with general contractors and customers while protecting company interests, scope, schedule, and profitability.
• Proficiency with Microsoft Office; familiarity with Bluebeam, project management software, scheduling tools, and construction documentation platforms preferred.
• Experience with ServiceTrade, BuildingConnected, Procore, PlanGrid, Smartsheet, or similar construction/project management platforms preferred.
• NICET certification in Water-Based Layout, ITM, or related certification preferred, or willingness to pursue certification.
• Valid driver’s license and clean driving record.
• This is a safety-sensitive position and will be subject to post-accident, reasonable suspicion, or contract-required drug testing.