Job Overview
Position Summary
Reporting to the Construction & Facilities Manager, the Construction Project Coordinator & Office Administrator provides administrative, project coordination, and office management support for multiple restaurant construction, renovation, facilities, and corporate office initiatives.
The primary responsibility of this role is to ensure projects remain organized and on schedule by coordinating communication, maintaining project documentation, monitoring timelines, and proactively following up with contractors, consultants, landlords, vendors, and internal stakeholders. In addition, this position supports the day-to-day administrative operations of the corporate office, including travel coordination, meeting planning, and office administration.
The successful candidate will serve as a central point of coordination for both construction projects and office operations, allowing the Construction & Facilities Manager and leadership team to focus on project execution, budgeting, stakeholder management, and strategic decision-making.
Key Responsibilities
Project Coordination
- Assist in coordinating multiple restaurant construction, renovation, and facilities projects simultaneously.
- Monitor project schedules and milestone completion while proactively identifying potential delays.
- Coordinate communication between contractors, consultants, landlords, vendors, and internal departments.
- Follow up on outstanding action items and ensure commitments are completed on schedule.
- Coordinate owner-supplied equipment deliveries and installation schedules.
- Support project turnover and close-out activities.
- Track warranty items and outstanding deficiencies following restaurant openings.
- Prepare and distribute meeting agendas, meeting minutes, and action item logs.
- Verify project progress against schedules and assist in coordinating trade activities.
- Schedule project meetings and coordinate calendars with internal and external stakeholders.
Construction Administration
- Maintain accurate project documentation throughout all phases of construction.
- Coordinate, issue, and track Requests for Information (RFIs).
- Maintain change order logs and support change management documentation.
- Ensure all drawing revisions and project documentation remain current and organized.
- Maintain project issue logs, action item trackers, and document control systems.
- Prepare project reports and status updates for the Construction & Facilities Manager and internal stakeholders.
- Track consultant deliverables and ensure project milestones are achieved.
- Organize and maintain digital project files and construction records.
Procurement & Financial Support
- Assist in preparing Requests for Proposal (RFPs) and tender packages.
- Assist in reviewing contractor payment applications and supporting documentation.
- Coordinate invoice approvals with Finance and the Construction & Facilities Manager to ensure timely processing.
- Track purchase orders, equipment orders, deposits, and delivery schedules.
- Assist with budget tracking, project cost reporting, and invoice reconciliation.
Facilities Management Support
- Coordinate repair, maintenance, and capital improvement projects across existing restaurant locations.
- Follow up to ensure maintenance work is completed on time and to company standards.
- Maintain maintenance records, warranty documentation, and service histories.
- Coordinate preventative maintenance schedules and vendor service appointments.
Office Administration & Executive Support
- Coordinate domestic and international travel, including flights, hotels, ground transportation, itineraries, and travel documentation for leadership and project teams.
- Arrange meeting rooms and catering as needed.
- Assist with preparing presentations, reports, correspondence, and meeting materials.
- Manage office supplies, equipment, and vendor relationships to ensure efficient office operations.
- Coordinate courier services, incoming and outgoing mail, and office deliveries.
- Maintain filing systems, contracts, insurance certificates, permits, and corporate records.
- Support onboarding logistics for new employees, including workspace setup and equipment coordination.
- Assist with special projects and administrative initiatives as assigned by senior leadership.
Required Qualifications
- 2–5 years of experience as a Construction Project Coordinator, Project Administrator, Office Administrator, Executive Assistant, or similar role.
- Experience coordinating multiple projects and priorities simultaneously.
- Experience coordinating RFIs, shop drawings, submittals, change orders, and project documentation.
- Excellent organizational, planning, and time management skills with exceptional attention to detail.
- Strong written and verbal communication skills.
- Ability to collaborate with diverse stakeholders to drive projects to successful completion.
- Ability to prioritize competing deadlines in a fast-paced environment.
- Strong proficiency with Microsoft Office, including Excel, Word, Outlook, PowerPoint, and Teams.
- Comfortable making field visits to project sites as required.
Preferred Qualifications
- Experience in restaurant, retail, or commercial construction.
- Experience working for a General Contractor, Owner, or Developer.
- Strong understanding of commercial construction processes.
- Ability to read and interpret architectural, structural, mechanical, electrical, and plumbing drawings.
- Experience using project management software (Procore, Asana, Monday.com, Smartsheet, or similar)
Pay: $50,000.00-$60,000.00 per year
Work Location: In person
