Job Description

Reporting to the Senior Director of Design & Construction, the Construction Coordinator works closely with Project Managers and Designers to support the successful delivery of all construction projects. This role is ideal for someone who thrives in a fast-paced environment, values strong team support, and understands the importance of precise, reliable administrative coordination. The successful candidate is highly motivated, detail-oriented, and an exceptional multi-tasker.

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Key Responsibilities

Organize and maintain supplier quotes, invoices, contracts, purchase orders, and project documentation. Maintain comprehensive project files, including drawings, tenders, construction trackers, and invoices. Develop a strong understanding of the full lifecycle of a construction project. Track project timelines and develop/maintain project and trade trackers. Prepare meeting schedules, minutes, reports, and presentations. Utilize Sage 300 for construction invoice draws and project support. Use Smartsheet tools effectively, including managing trackers and creating automations to enhance workflows. Facilitate communication between Project Managers, suppliers, internal teams, and franchise partners. Support Project Managers with invoice and purchase order reconciliation at project close-out. Proactively recommend improvements to workflow processes, standards, and procedures. Build and maintain strong relationships with franchise partners, vendors, and internal stakeholders. Understand key contract types, including lease agreements, franchise agreements, and general contractor contracts. Assist with invoice distribution, organization, and supporting documentation through Factura. Support departmental budget management. Assist with fund disbursements involving franchise partners and financial institutions. Support Real Estate and Franchise teams in tenant allowance disbursements. Provide documentation and support to vendors and suppliers for store builds and renovations. Support Project Managers with budget tracking throughout construction. Lead bi-weekly development meetings and assist with occasional franchisee training. Contribute to the development of quarterly departmental newsletters. Monitor and track vendor rebates. Coordinate with vendors, franchise partners, and other external parties to obtain amended documents as needed. Provide administrative support for design and construction rollouts, renovations/rebrands, and resales. Understand vendor payment timelines and construction draw billing/payment schedules. Provide ongoing administrative support to franchise partners outside the active project lifecycle, including supplying documents required for government audits.
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Education & Experience Requirements

Bachelor's degree preferred, ideally with a concentration in Accounting or a related field. Minimum 2+ years of experience working within construction departments or supporting construction project teams. * Strong working knowledge of Sage 300, Smartsheet, and the Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).