Retail Construction Administrative Assistant

Position Summary This position plays a crucial role in assisting with new store, special projects and store maintenance for this fast-growing retail team. This position involves coordinating with various departments and partners to ensure the successful execution of store-related construction projects and providing essential support to the Director and Coordinator of Retail Operations.

Key Responsibilities Project Planning ● Coordinate with corporate departments and partners, all construction related vendors, Accounting and Facilities teams, and field personnel. ● Assist in developing comprehensive project plans that include timelines, milestones, resources, and budgets. This involves working closely with the Director of Retail Operations to outline project scopes and objectives. Accounting ● Process all construction and maintenance related invoices with both vendors and our Finance team. Scheduling & Calendar Management ● Coordinate and schedule meetings, workshops, and other project-related activities. Ensure that all vendors and team members are aware of upcoming deadlines and deliverables.

Documentation & Reporting ● Maintain project documentation, including meeting minutes, reports, and other correspondence. Prepare regular status reports for stakeholders to keep everyone informed about the progress. Communication ● Serve as a point of contact for project-related queries. Facilitate effective communication among team members, management, and vendors. Store Maintenance ● Maintain organized records of service requests, vendor work, warranties, equipment information, and maintenance history for each retail location. Administrative Support ● Handle administrative tasks such as budget tracking, invoice processing, and procurement of materials. Ensure that all project-related financial records are accurate and up to date. ● Assist with documentation for both the Director and Coordinator as new projects arise.

Qualifications ● 2+ years’ experience in the US retail construction industry. ● Understanding of construction related terms. ● Organizational skills: Ability to manage multiple tasks, prioritize effectively, and maintain focus on project goals. Strong organizational skills help keep projects on track and ensure that deadlines are met. ● Communication skills: Proficient in written and verbal communication in English. Able to convey information clearly and concisely to diverse audiences, including team members, stakeholders, and clients. ● Proficiency in MS Office (Word, Excel, PowerPoint) and Google Docs. ● Attention to detail: A keen eye for detail to ensure that all aspects of the project are considered and that nothing is overlooked. This includes meticulous record-keeping and thorough reviewing of project documents. ● Problem-solving skills: Capability to identify issues quickly and develop effective solutions. Being proactive in addressing potential problems can help prevent delays and other project setbacks. ● Time management skills: Effective time management skills to handle the various tasks and responsibilities of the role. This includes the ability to work under pressure and meet tight deadlines.

● Technical proficiency: Familiarity with the project management software and tools and an understanding of basic project management principles and methodologies. ● Interpersonal skills: Strong interpersonal skills to build and maintain relationships with team members and stakeholders. Ability to facilitate teamwork and collaboration. ● Adaptability: Flexibility to adapt to changing project requirements and conditions. Being open to change and able to pivot when necessary.

2+ years' experience in the US retail construction industry with understanding of construction related terms, strong organizational and communication skills in English, proficiency in MS Office and Google Docs, attention to detail, problem-solving ability, and effective time management.

Familiarity with project management software and tools, understanding of basic project management principles and methodologies, and strong interpersonal skills.

MS Office (Word, Excel, PowerPoint) and Google Docs.