Why this position exists

To ensure CIVANA's internal construction projects are planned, sequenced, procured, coordinated, documented, and delivered efficiently with clear accountability, fewer surprises, and minimal rework.

Role and responsibilities

1. Own the master schedule and sequencing. Build, maintain, and communicate realistic schedules for every active internal construction project - phasing, trade sequencing, procurement deadlines, decision dates, inspection dates, and target completion.

2. Coordinate ownership, operations, design, GC, trades, and vendors. Act as the central point of coordination between CIVANA leadership, resort operations, design consultants, the in-house GC, subcontractors, vendors, and purchasing support, keeping every party aligned on scope, priorities, timing, and current information. Because this work happens on an operating resort, it also means sequencing around guest experience, occupancy, and events.

3. Manage construction material purchasing and procurement tracking. Oversee construction-related purchasing end to end - selection, approval, ordering, payment coordination, shipping, receiving, storage, and installation. Maintain a live procurement log covering materials, fixtures, finishes, equipment, doors, hardware, millwork, cabinetry, lighting, tile, countertops, and other long-lead items.

4. Identify and manage long-lead items before they hit the schedule. Flag items that require early decisions, vendor coordination, field measurements, shop drawings, samples, or extended lead times. Escalate risks early and confirm required dates for ordering, delivery, and installation.

5. Manage RFIs, submittals, shop drawings, samples, and approvals. Ensure questions, substitutions, shop drawings, product data, finish samples, and vendor proposals are documented, reviewed, approved, and distributed before anything is purchased, fabricated, or installed.

6. Verify that work proceeds from current drawings, specifications, and approved decisions. Confirm the GC, trades, vendors, and purchasing team are working from the latest drawings, schedules, specifications, finish selections, and approved submittals. Establish hold points for critical work ahead of fabrication or installation.

7. Lead weekly construction meetings, action items, and risk management. Run structured weekly project meetings, issue clear action items, track open decisions, maintain project logs, and surface schedule, cost, quality, procurement, and coordination risks before they become field problems.

Skills and competencies

Core

• Detail oriented. Catches the discrepancy between the approved submittal and what showed up on the truck, before it gets installed.
• Strong project management. Runs multiple concurrent projects, holds a schedule, drives decisions to closure, and keeps documentation current without being asked.
• Budget management. Tracks committed and actual cost against budget, understands where variance comes from, and raises it early.

Also important

• Reads drawings and specifications fluently; can walk a site and tell whether what's being built matches what was approved
• Clear, direct written communication - logs, action items, decision tracking
• Composure when plans change, and the judgment to hold a line when an approval isn't in hand