The Development Operations Coordinator serves as the operational and administrative backbone of the construction and development department.

This role is heavily focused on:

• Administrative coordination
• Permit tracking
• Documentation management
• Budget administration
• Multi-project timeline management
• Internal workflow execution

This is not a technical engineering or architectural role. The company is specifically seeking an operations-focused coordinator with strong organizational and project management instincts who is willing to learn the commercial development and construction industry over time.

Key Responsibilities

Project Coordination & Administrative Operations

• Manage administrative workflows across multiple active projects simultaneously
• Maintain project timelines, milestone tracking, and coordination systems
• Support the Director of Construction and leadership team with daily coordination tasks
• Organize and maintain project-related documentation and operational records
• Ensure all files, communications, and records remain current and audit-ready
• Assist with scheduling, follow-ups, and cross-department coordination

Permit Tracking & Lifecycle Coordination

• Track permit applications, approvals, revisions, and expiration dates
• Follow up with municipalities and agencies regarding permit status updates
• Maintain organized permit logs and tracking systems
• Monitor submission deadlines and compliance requirements proactively
• Escalate delays, missing items, or risks to leadership promptly

Documentation Precision & Compliance

• Maintain accurate records for:

  • Permits
  • Budgets
  • Invoices
  • Contracts
  • Project documentation

• Ensure all files are consistently updated and organized

• Support compliance-driven administrative workflows

• Prepare reports and supporting documentation for leadership review

Budget Tracking & Invoice Administration

• Process invoices, purchase orders, and payment-related documentation
• Track project expenditures and budget activity
• Maintain organized financial records tied to active projects
• Identify missing invoices, inconsistencies, or budget variances
• Support cost reporting and operational spending visibility

Multi-Project Timeline Management

• Coordinate timelines across multiple concurrent projects
• Track milestone completion and operational dependencies
• Ensure workflows remain organized and moving forward
• Identify risks, bottlenecks, or delays proactively

Municipality & Vendor Communication

• Communicate professionally with municipalities, utility providers, and vendors
• Coordinate administrative follow-ups and documentation requests
• Maintain communication logs and follow-up schedules
• Support limited vendor coordination activities

Project Management Platform Administration

• Maintain and update Smartsheet or similar PM systems
• Track project statuses, deliverables, and timelines
• Ensure dashboards and tracking systems remain accurate
• Support reporting and visibility for leadership

Reporting & Administrative Support

• Prepare weekly status updates and project summaries
• Coordinate meetings, notes, and follow-up items
• Maintain operational trackers and dashboards
• Support administrative functions across the development department

Qualifications

Required

• 2–5+ years of experience in:

  • Administrative coordination
  • Operations support
  • Project coordination
  • Executive support
  • Multi-project workflow management

• Strong bilingual English/Spanish communication skills

• Strong computer and systems proficiency

• Advanced organizational and multitasking abilities

• High attention to detail and documentation accuracy

Strong proficiency with:

• Google Workspace
• Microsoft Excel
• Smartsheet or similar PM platforms
• Ability to work independently with minimal supervision

Preferred

• Experience in:

  • Commercial development
  • Construction administration
  • Real estate operations
  • Facilities coordination
  • Hospitality or restaurant development

• Familiarity with permit tracking or municipality coordination

• Experience supporting fast-paced operational teams

Core Competencies

• Organizational discipline
• Multi-project coordination
• Process-oriented mindset
• Communication and follow-through
• Attention to detail
• Time management and prioritization
• Problem-solving and risk identification

Typical Work Day

• Review project statuses and timelines
• Update Smartsheet and internal trackers
• Follow up on permits and documentation
• Process invoices and budget-related documentation
• Coordinate communication with municipalities and vendors
• Organize project records and files
• Prepare reports and updates for leadership

Typical Workweek

• Maintain oversight across multiple active projects
• Update timelines, dashboards, and permit trackers
• Process operational and financial documentation
• Participate in coordination meetings
• Support workflow organization and reporting
• Assist leadership with project visibility and execution

Performance Evaluation

Performance is measured based on:

• Accuracy and organization of project documentation
• Timeliness of permit tracking and follow-ups
• Multi-project coordination effectiveness
• Communication quality and responsiveness
• Budget tracking and invoice processing accuracy
• Dashboard and Smartsheet maintenance
• Ability to proactively identify risks or delays
• Reduction of operational bottlenecks

Key Performance Indicators (KPIs)

• Documentation accuracy and organization
• Permit tracking completion and timeliness
• Multi-project visibility and coordination
• Invoice processing turnaround time
• Smartsheet and dashboard accuracy
• Responsiveness to operational requests
• Reduction in missed deadlines and bottlenecks

Work Environment

• Fully remote role
• Reliable high-speed internet required
• Quiet and professional workspace
• Dual-monitor setup strongly preferred
• Fast-paced and detail-oriented environment
• Availability aligned with U.S. business hours

Software & Tools

• Google Workspace
• Microsoft Excel
• Smartsheet (or equivalent PM platform)
• Slack / Microsoft Teams
• Zoom / Google Meet
• Cloud-based file management systems

Final Notes

This role is critical to ensuring organized, efficient, and scalable operations across multiple active development projects.

The Development Operations Coordinator directly impacts:

• Project visibility
• Timeline execution
• Permit coordination
• Documentation accuracy
• Operational efficiency

Success in this role means:

• Organized and audit-ready project systems
• Timely permit and documentation management
• Strong multi-project coordination
• Reduced administrative bottlenecks
• Reliable operational execution

About the Company

A growing commercial restaurant development company specializing in the acquisition, development, construction, and launch of quick-service restaurant locations across the United States.

The organization manages multiple active development projects simultaneously and operates through a hybrid structure combining field-based construction leadership with remote operational support.

The company is focused on scaling efficiently through strong operational coordination, documentation management, and organized project execution.