The Construction Operations Coordinator serves as the operational hub of the construction and development department.

This role is responsible for managing permit tracking, utility setup, vendor coordination, project documentation, and pre-opening logistics across all active projects.

The position supports the Director of Construction and enables field teams to focus on execution by ensuring all administrative and coordination workflows are handled efficiently.

Key Responsibilities

Construction Coordination

• Track and manage permit applications (building, electrical, plumbing, fire, health)
• Follow up with municipalities, architects, and permitting agencies
• Coordinate timelines with contractors, architects, and vendors
• Maintain project documentation (contracts, RFIs, submittals, COIs, lien waivers)
• Process contractor invoices and track costs against budgets
• Update project management systems (Smartsheet or similar)
• Support leadership with research and issue resolution

New Location Setup & Utilities

• Manage end-to-end utility setup for new locations

Utilities

• Coordinate electric, gas, water, and sewer setup
• Manage service applications, inspections, and activation
• Ensure compliance with operational requirements

Licenses & Compliance

• Apply for business licenses
• Coordinate health department inspections
• Manage signage permits
• Collect and verify insurance certificates

Vendor Setup

• Establish accounts with suppliers and service providers
• Coordinate delivery schedules and inventory setup
• Manage uniforms, materials, and opening supplies

Pre-Opening Timeline Management

• Maintain detailed pre-opening checklists
• Track timelines and identify risks
• Coordinate across construction, operations, HR, and marketing
• Monitor critical milestones leading to opening

Administrative Support

• Manage calendar and scheduling for Director of Construction
• Handle communication with vendors, landlords, and municipalities
• Organize project files and documentation
• Prepare weekly status reports and dashboards
• Process purchase orders and track expenditures
• Prepare meeting agendas, notes, and follow-ups

Reporting & Analytics

• Deliver weekly project status summaries
• Track key metrics (permits, budgets, vendor performance)
• Monitor timelines and identify delays
• Maintain documentation within project systems
• Provide data-driven insights to leadership

Budget & Cost Administration

• Monitor project spend across all locations
• Process invoices, change orders, and purchase orders
• Identify cost overruns and inefficiencies
• Maintain financial tracking and audit trails

Additional Responsibilities

• Support onboarding of new projects
• Assist with system updates and process improvements
• Utilize AI tools and SOP systems for execution
• Participate in weekly project meetings
• Support internal coordination across teams

Qualifications

• 2–3+ years of project coordination or operations experience
• Experience in construction, real estate, hospitality, or related industries (preferred)
• Strong organizational and multitasking skills
• Experience with project management tools (Smartsheet or similar)
• Proficiency in Google Workspace and Excel
• Strong communication skills
• Bilingual English/Spanish (preferred)
• Ability to work independently and proactively

Typical Work Day

• Review project timelines and updates
• Follow up on permits, utilities, and vendor tasks
• Update project management systems
• Process invoices and track budgets
• Coordinate scheduling and communications
• Prepare documentation and reports
• Escalate risks or delays

Typical Workweek

• Manage timelines across all active projects
• Participate in weekly project meetings
• Track budgets and vendor performance
• Prepare weekly reports and dashboards
• Coordinate pre-opening activities
• Support cross-functional teams

Performance Evaluation

Performance is measured based on:

• Permit tracking accuracy and timelines
• Utility setup completion rates
• Budget tracking and invoice processing accuracy
• Project documentation completeness
• Responsiveness to internal requests
• Pre-opening milestone completion
• Reduction in administrative workload for leadership
• Quality and timeliness of reporting
• Proactive identification of risks

Work Environment

• Fully remote role
• Requires high-speed internet and professional workspace
• Ability to manage high-volume, detail-oriented work
• Availability aligned with U.S. business hours
• Dual monitors and headset recommended

Software & Tools

• Google Workspace
• Microsoft Excel
• Smartsheet
• AI knowledge base tools
• Slack / communication tools
• Zoom / Google Meet

Final Notes

This role is critical to ensuring that construction projects remain on schedule and within budget. The Construction Operations Coordinator directly impacts operational efficiency and successful restaurant openings by managing coordination, documentation, and timelines.

Success in this role means:

• Organized and accurate project tracking
• On-time permit and utility completion
• Strong vendor coordination
• Accurate financial tracking
• Seamless pre-opening execution

About the Company

A high-growth multi-brand restaurant development company specializing in the acquisition, construction, and operation of quick-service restaurant locations across the United States.

The organization manages a growing portfolio of franchise locations across multiple nationally recognized brands and continues expanding into new markets. The company operates with a hybrid structure that includes field-based construction teams and remote operational support.