Show notes
Antonia Botero is a project manager, licensed architect, and urban designer. As the owner of MaddProject, a boutique project management consulting firm, she specializes in advising real estate owners and related-industry businesses with their development projects, keeping them on task, on schedule, and on budget. In this episode, Antonia shares the scope of work of a project manager - what they do, what they don't do, what they cost, and when you would want to bring one in on your developments. --- Transcript Before we jump into the episode, here's a quick disclaimer about our content. The Remote Real Estate Investor Podcast is for informational purposes only, and is not intended as investment advice. The views, opinions and strategies of both the hosts and the guests are their own and should not be considered as guidance from Roofstock. Make sure to always run your own numbers, make your own independent decisions and seek investment advice from licensed professionals. Michael: Hey, everyone, welcome to another episode of the remote real estate investor. I'm Michael Albaum, and today I'm joined by a very special guest, Antonia, she is a project manager, extraordinare licensed architect in numerous states, and then the owner of MaddProject, and she's going to be talking to us today about when you should think about hiring a project manager, what are some of the do's and don'ts, do's and also what it's like to be a woman running her own business in the construction space. So without further ado, let's get into it. Antonia, the Conqueror project manager, extraordinaire, licensed architect in multiple states and owner of MaddProject, how are you today? Antonia: I am wonderful. Thanks for having me. Michael: Now, absolutely. Thanks for taking the time to hang out with us. So you are a jack of all trades, you do a lot of different stuff. Tell us a little bit about what it's like to be a project manager. But before we get into that, can you share with everybody what the best way to get ahold of you is or a hold of your company bad project, if after listening to this episode, they're like Antonia is a beast. She's a rockstar, I want to use her as my project manager. Antonia: Sure, absolutely. So my website is great is a great way to get ahold of me, there's a little contact me form in there that I watched very closely. So Mad project.com. And you can scroll down, contact me. Also, there's a great newsletter that I write about once a month. So if you want to get it, you can hear from me that way. And additionally, I'm very active on Twitter. And I will give you my handle and you can share it in the notes as well. But that's a really easy way to contact me. And worst case, if you really just want to get to me, it's Antonia at Madd Project calm with a double D. So that's her always I'm very easy to get a hold of. Michael: Awesome, awesome. Well, again, thank you for coming on and sharing with everybody. What I want to talk about today is what it's like to be a project manager. What are some of the things that a project manager does? And then what are some of the hurdles that you've seen people really stumble over when doing rehab or renovation projects where maybe they should have gotten a project manager? Antonia: Sure, absolutely. So typically, on development projects, there's one person who serves as a point of contact for the owner, who helps coordinate the design team helps to oversee the permitting process and ultimately oversees or helps to oversee the construction manager during construction process. So generally, when you have larger projects, you should expect to have a project manager somebody either in house with the developer or a third party, like my company, that their job is just to make sure that the project is going in the right direction that you're accomplishing through design, all the different, you know, goals that are set forth in the pro forma. So that's generally what a project manager does. Michael: Okay, I guess what would be the scale or the scope of a project that you would feel a project manager would be justified in coming on because a lot of our listeners will do cosmetic rehab, update flooring, kitchen, bathroom, that kind of thing. And they might be thinking to themselves, oh, shoot, do I need a project manager for that? What do you what would you say is kind of the defining scope or cost. Antonia: So you know, it really depends on what you want the project manager to do, if it's something where you just need a little bit of help on strategy. That's one way if you need comprehensive project management because you've got no idea what you're doing. By way either of you know it's a new type of project that you've never done before or you've never done any kind of design or construction before you don't know how to hire an architect. It's really more about the resources that you have available and less about the size of the project itself. I think that's more the thing that I would say pushes you to have a project manager Michael: Okay, now I love that. What about let me give you a scenario because I think this has been a lot of our listeners fall into this category and curious your take on on project management versus their project management. So I'd say 95, maybe 98% of our investors or listeners are remote investors. And oftentimes they are newer investors. And so if they want to take on a project that involves some significant rehab of a house, maybe changing some bedrooms, around changing the footprint of the property, and then some cosmetic stuff, and they don't have any experience and they’re remote, is that something you think they'd be justified in hiring a property manager to help facilitate and coordinate? Antonia: I mean, I definitely think that there could be a lot of value. If they're thinking of doing it again, at some point, because there's a lot of things that you can standardize, for example, like, let's say, you know, that you like a certain tile in the kitchen, you know, that you want your bedrooms to be a certain size. And in order, instead of having to go through the process, you know, learning the lessons, the hard way, you could have a more strategic sort of session with, you know, we do hourly consults, or 30-minute consults, where we could talk about some of those strategies, we could talk about some of the things you could standardize. So I think, perhaps not hiring someone full on, but at minimum, having some sort of conversations with somebody either be at the architect that you end up hiring for the project, because you're going to need one, if you're doing something like that, or the contractor that you hire for it. I think having some general strategy of Hey, like, what are the things that we're going to have to do? What are what is the permit like? How long do those things take, and then ultimately, going back and saying, Hey, we want to do this, again, let's make a list of all the things that we learn in terms of, you know, how long permits actually took, what finishes, we do end up liking that were very easy to get during construction, they were easily available at the local store, and in sort of really find a way to, like, take the lessons and actually use them, right? Because a lot of the problem that people have is that, you know, let's say you do it once, and you're gonna make mistakes, and that's okay. But if this is the first time you're doing it, and you still don't know, like, how to pick tile, I mean, are you doing? Michael: What are you doing? Antonia: I’d really say, sort of sit down for a minute and think a little bit about strategy and about like, and then as you go through the process, write down some of the lessons so that you can refer back to them, and really have a better go around the second, third, fifth time. Michael: I love that. And I think it makes so much sense. And I mean, I love to that mad project does these half hour hourly console's because so many people don't know what they don't know. And so don't even know what questions to ask if they're a property manager or contractor who they're working with. So I think a strategy session could be so valuable. I know you and I have talked about my development project. And I wish we had sat down for numerous strategy sessions before taking on that project, but too little too late that this is how this is the learning lesson on the job. So what about in terms of driving? timing? Is that something that a project manager should be expected to do or could be expected to do? If I'm a remote investor and contractor says, Hey, it'll take a month, I hire a project manager and said, okay, make sure they're out there getting this stuff done, because I'm remote? Is that something that you're able to help help out with? Antonia: Absolutely. So there's a couple of different ways that a project manager should be doing that. And again, it also depends on the size of the project. If you're, for example, in your example, where you're saying, okay, it's for remote investors, you know, the project manager should have a couple of different points of contact with the team that is actually on the ground, whether the project manager is also remote or not, you know, there should be at least a weekly meeting during construction, and that in that weekly meeting, you should be discussing things like, hey, like, did the inspector come this week? Are we gonna run out of the tile that I really like that I know, has like a two week lead time? And so we really need to anticipate it. Hey, are you actually on schedule? And if you're not on schedule, why aren't you on schedule? Oh, because the plumber didn't show up? Why didn't he show up? Did we? Did you not pay him? Or is it because you know his guy last minute had a family thing and couldn't come on Tuesday. So it's really having those touch points and having them constantly like you can say, oh, we're gonna have weekly meetings and then by the third one, people lose steam or, or kind of feel like, Oh, well, you know, we've had them the last two weeks, we don't really need to continue having them. That's absolutely the wrong thing to do. You want to have constant touch points, you want to make sure that you're, you know, all the time paying attention to what's going on, particularly on those remote projects where if you're doing like a single family rehab, they go really quick. So you want to make sure that you're Hearing the problems every week, you know, the contractor a lot of times a lot of these contractors can have a question. And they can forget to ask you for four weeks, and then, you know, they stopped work because they didn't have an answer to a question that they forgot to ask you. So, you know, a project manager can absolutely help to do one, make sure that you're having the meetings. And number two, you can in your agreement with your project manager, you can ensure that they are walking the site, at least, you know, every two weeks. So, there's really a lot of things that you can do you know, the project management, you can also have these periodic meetings with the different parties. So you don't necessarily have to have a meeting with everybody you can have I mean, I highly encourage having like an all hands meeting once a week for for like a single family rehab. But you can also make sure that like Tuesday mornings, you call the architect, and you're just gonna, you know, you're just kind of chit chat, you're like, Hey, how's it going, like, Hey, what are you up to, you know, cuz those are the times when you get like, the dirt, right? Like, Hey, I went out there, and like that green that you chose for that wall is, you know, the contractor is not going to tell you, they're like, Oh, yeah, I painted the wall, Michael: And I got paid for it! Antonia: He’s not gonna say, Hey, I didn't write the I paid for it, I painted the wall, and you you come visit from out of town, and you look at it, you're like, Oh, my God. Good idea. Right. So those are the things you want to avoid. And the way that you avoid them is by keeping that contact. And and again, you know, once you're a remote investor, and you've done this a few times, honestly, these are things that once you kind of get the hang of them, you don't need to hire someone else to do them, you can do them yourself, if you have a good strategy and a good framework to begin to do them. And then you got to have the discipline, right? So having a project manager a lot of times in a project is like having like a coach, you know, it's the person who's saying, like, Hey, you need to pay this invoice, hey, you need to sign this contract, hey, you need to make this decision. You know, hey, like, I need to, I need you to go to down to the city and sign this document like normally, having that extra discipline helps a lot in the project and they helped to drive the schedule. So all of these things and having that constant coaching and sort of follow up, follow up follow up was absolutely the role of Project Manager. And it is the thing that really keeps the schedule, which as we know and development schedule scheme, and that doesn't matter what project you have. Michael: Anyone who's watching the YouTube version of this will have noticed that I was smiling, grinning ear to ear when Antonio was talking about the plumber, because like literally, that's what happened, like flipped by GCS and all the Providence show up and I got family stuff like Are you serious? Are you kidding right now. So it that kind of stuff happens. Antonia: But it's also important to know that the guy didn't show up because he had a kids soccer game that he forgot about, versus Hey, you didn't show up? Because the contractor didn't pay him? And then you're like, wait, I paid you. So why didn't you pay the guy. So and the more you know, the quicker you figured that out, the better because you don't want to be having that conversation when you're like two weeks away from supposedly being done. And then it turns out that, you know, your contractor or your your CM has not been paying your subs for the last, you know, four weeks, and you come to find out that you have a lien on your house, right? So, you know, in that sense, like, that's also why it's important because you can avoid these major sort of problems. If you're able to catch them as they're happening. Michael: Love it. Love it. So that's, I think, a really great summation of what project managers do do. Can you talk to us a little bit about maybe what the clients have expected of you in the past, but you said, you know, like, this really is outside the role and scope of a project manager, when what should people expect to have done by other people or to do themselves? Antonia: Oh, boy, Michael: Feel free to go crazy with this one. Antonia: You know, we've run into some funny situations that I mean, I've I've installed bread, I've built furniture on site, I've I've brought people coffee. I've been on site overnight on installs of big jobs. You know, within the bounds of professional reasonableness, we basically do everything. And I that's a big, you know, caveat that I put at the beginning of that reasonable professionalness. Michael: Right, right, which is so shades of gray. Right, in that statement? Antonia: Oh, yeah. Yeah. And then every now and then, I mean, you know, for for me on the b…
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