Project Manager

Company: Inhabitr Inc

Role: Project Manager

Location: USA

Experience: 5-7Years

Employment Type: Full-time

About Inhabitr:

Inhabitr is a US-based, AI-first technology company transforming how commercial spaces are designed, furnished, and delivered. We work with customers across the US and manage end-to-end furnishing solutions, including product sourcing, procurement, logistics, delivery, installation, and project execution. For more details, please visit our website @ www.inhabitr.ai.

About the Role: 

We are looking for a detail-oriented and proactive Project Manager to oversee projects from initial client engagement through design, procurement, and final installation. The role will serve as the primary point of contact for clients and act as the internal execution partner, ensuring that project requirements, timelines, budgets, and quality standards are consistently met.

The ideal candidate will have strong project management, communication, coordination, and problem-solving skills, with the ability to collaborate across cross-functional teams to deliver projects seamlessly and ensure a high level of client satisfaction.

Key Responsibilities:

A) Client Relationship Management

• Serve as the primary point of contact for clients throughout the project lifecycle, from initial planning through final installation and post-project support.
• Understand client requirements, project goals, expectations, and preferences to ensure alignment with the proposed scope of work.
• Maintain clear, proactive, and consistent communication with clients regarding project progress, updates, and potential challenges.
• Build strong client relationships by ensuring transparency, responsiveness, and a positive project experience.

B) Design Review and Proposal Management

• Review draft proposals, design plans, furniture selections, and layouts prepared by the design team to ensure alignment with client requirements and project objectives.
• Provide constructive feedback to the design team and coordinate revisions as needed.
• Gather client feedback on proposals and design concepts, ensuring that requested changes are accurately incorporated.
• Facilitate approvals and ensure that finalized designs and proposals are communicated to all relevant internal teams.

C) Project Planning and Timeline Management

• Develop and maintain project schedules covering design, procurement, delivery, and installation milestones.
• Track project progress against agreed timelines and proactively identify potential delays or dependencies.
• Provide clients with regular updates on project status and communicate any changes to the proposed installation date.
• Coordinate with design, procurement, logistics, and installation teams to ensure timely completion of all project milestones.
• Escalate risks and delays promptly and develop mitigation plans to minimize their impact on project delivery.

D) Contract Review and Risk Management

• Prepare and circulate internal contract summaries outlining the project scope, deliverables, commercial terms, payment milestones, timelines, and other key obligations.
• Review contract terms to ensure that internal teams understand and fulfill their respective responsibilities.
• Identify and flag potential contractual, operational, financial, or delivery risks affecting Inhabitr or the client.
• Coordinate with relevant stakeholders to address contract-related queries, scope changes, and deviations from agreed terms.
• Maintain clear documentation of contractual commitments, approved changes, and outstanding obligations.

E) Invoicing, Payments, and Installation Coordination

• Coordinate invoicing in accordance with contractual terms and agreed payment milestones.
• Verify invoice accuracy, including project details, pricing, quantities, and applicable billing terms, before submission.
• Track invoicing schedules and payment status, and coordinate with the finance team and clients to resolve discrepancies or outstanding payment issues.
• Work closely with logistics and installation teams to coordinate furniture delivery, installation schedules, site readiness, and setup requirements.
• Ensure that installation activities are completed efficiently, safely, and in accordance with the approved project scope and timeline.

F) End-to-End Project Execution

• Own project execution from initiation and planning through design approvals, procurement, delivery, installation, and final handover.
• Coordinate cross-functional teams to ensure alignment on project requirements, responsibilities, dependencies, and deadlines.
• Monitor project progress against scope, schedule, budget, and agreed deliverables.
• Proactively identify and resolve operational bottlenecks, resource constraints, and execution challenges.
• Ensure that projects are delivered in accordance with company standards, contractual commitments, and client expectations.

G) Issue Resolution and Post-Installation Support

• Serve as the point of coordination for client concerns, service requests, and issues arising during or after installation.
• Work with the relevant internal teams to investigate issues, establish resolution timelines, and ensure timely closure.
• Communicate resolution plans and progress to clients, keeping them informed throughout the process.
• Identify recurring issues and recommend process improvements to prevent similar challenges in future projects.
• Ensure a smooth project handover and maintain strong client relationships after project completion.

H) Quality Assurance

• Monitor project deliverables and installation quality to ensure compliance with company standards and client-approved specifications.
• Conduct or coordinate quality checks at key project milestones and during final installation.
• Identify deficiencies, discrepancies, or incomplete work and coordinate corrective actions with the responsible teams.
• Ensure that furniture, design elements, and installation outcomes meet the agreed scope and quality expectations before project closure.

I) Documentation and Reporting

• Maintain accurate and organized project records, including contracts, project schedules, design revisions, approvals, invoices, payment records, and client communications.
• Prepare regular project status reports highlighting progress, upcoming milestones, risks, dependencies, and outstanding action items.
• Maintain clear records of scope changes, client approvals, issues, and their resolutions.
• Ensure that project documentation is complete, accessible, and up to date for internal stakeholders.
• Support continuous improvement by identifying opportunities to enhance project management processes, communication, and execution efficiency.

Desired Skills and Competencies:

• Strong project planning, organization, and time management skills.
• Excellent written and verbal communication skills.
• Strong client relationship management and stakeholder coordination abilities.
• Ability to manage multiple projects and competing priorities simultaneously.
• Strong problem-solving, decision-making, and issue-resolution skills.
• High attention to detail, particularly in contract terms, invoicing, and project documentation.
• Ability to identify risks, manage dependencies, and proactively address project delays.
• Strong collaboration skills and the ability to work effectively with cross-functional teams.
• Proficiency in project management tools, spreadsheets, and documentation systems.
• A client-focused mindset with a strong sense of ownership, accountability, and commitment to delivering high-quality outcomes.

Measures of Success:

• Projects delivered within agreed timelines and approved scope.
• Client satisfaction throughout the project lifecycle.
• Accuracy and timeliness of invoicing and adherence to payment milestones.
• Quality and completeness of furniture delivery, installation, and project handover.
• Effective management of project risks, changes, and service issues.
• Clear documentation and communication across internal teams and clients.
• Efficient coordination across design, procurement, logistics, finance, and installation teams.