Description

• Support the development of project timelines and maintain updated schedules for multiple concurrent projects (target ~25).
• Update critical dates in Smartsheet and distribute routine development schedule reports.
• Prepare and send standard project notices, including construction start, date changes, and store open notifications.
• Assist in monitoring project progress and flag delays or issues to project leads.

• Coordinate communication among Real Estate, Legal, Design, Construction, Operations, Marketing, and external stakeholders.
• Serve as a point of contact for landlords and consultants for routine questions and document submissions.
• Prepare agendas, meeting notes, and project status updates for internal teams.

• Organize and maintain project documents in OneDrive and future project management systems.
• Collect due diligence documentation from consultants (surveys, reports, utility requirements, etc.).
• Maintain logs for invoices, consultant contracts, soft costs, and landlord contacts.

• Coordinate permit and license submission processes by gathering required documents and submitting applications under guidance of senior team members.
• Communicate with municipalities, permit expediters, and city officials on routine matters.
• Track permit statuses and update internal stakeholders accordingly.

• Help distribute bid packages to general contractors and vendors.
• Support consultant onboarding by providing required documents, timelines, and expectations.
• Track consultant deliverables and collect required approvals.

• Assist with utility account setup and coordinate documentation for service initiation.
• Assist with the Certificate of Insurance (COI) process and store opening compliance items.
• Maintain master reports, project lists, and historical data for the development team.

• Bachelor’s degree preferred, or equivalent experience in project coordination or administrative support.
• 1–3 years of experience in project coordination, construction support, corporate retail/restaurant development, or similar field preferred.
• Strong organizational and time-management skills; ability to manage multiple tasks simultaneously.
• Detail-oriented with strong follow-through.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite; experience with Smartsheet or other project systems a plus.
• Ability to work cross-functionally and maintain positive working relationships.
• Comfortable working in a fast-paced environment with shifting priorities.
• Highly organized, proactive, and service-oriented.
• Strong sense of urgency and accountability.
• Team player willing to support others and step in where needed.
• Process-oriented, with interest in improving workflows and documentation practices.