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.

Skills

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.