Projects and Build Assistant

We are Australia’s largest dessert chain, serving delicious offerings in a multi unit QSR environment. We employ 1000+ employees across our stores, warehouse and support office and are proud of our working environment and culture.

We are poised for rapid expansion and need to bolster the administrative support to ensure that our property and franchising teams are poised for success. As such, we are on the lookout for an experienced coordinator who can assist us with our growth ambitions by keeping the engine room ticking and ensuring that everyone is organised.

Experience necessary to be successful in the role:
— Project management, property or real estate background
— Build related project management (retail and hospitality preferred)
— Understanding around P&Ls, project management accounting beneficial
— Strong ability in the use of spreadsheets and technology

You will complete a large range of tasks including:
Build Project Coordination and Monitoring:
— Collaborate with the external Project Management (PM) team to ensure the successful completion of all construction-related projects.
— Monitor project progress, ensuring that all milestones are met and addressing issues with relevant stakeholders.
— Prepare and submit project-related documentation, including NSI, tenancy scoping, and slide approval decks for the PM/Netdev team’s review.
— Understand construction plans and lease contracts to extract critical information for fit-out guidelines and landlord works.
— Keep track of project to-do’s, initiating and coordinating necessary tasks within the support office.
— Save build progress photos in build folder.
— Save all relevant permits, construction plans, invoices, equipment schedule, capex estimates in build folder.

Critical Meeting Management and Documentation:
— Assists in Facilitating Weekly Build Meetings ensuring attendance, creating agendas, and documenting minutes and action items.
— Participate in weekly Leasing and Franchise Meeting to keep updated in the upcoming new sites and prepare necessary investment study.

Coordination and Support with Design Partner, Franchise Partners, Support Office:
— Provide the Build/Design team with essential leasing information for successful store design and construction.
— Oversee the equipment schedules for new stores, place related purchase orders (POs), and monitor payments to maintain project timelines.
— Provide regular updates on project status, including fortnightly updates to relevant FPs and weekly updates to pertinent departments and the Support Office (SO).
— Coordinate store deliveries, addressing issues with suppliers and builders, and managing logistics.
— Manage permit applications in partnership with the design team and Franchise Partners (FPs).
— Ensure all project components receive timely approvals from various departments.

Administrative Support:
— Assists PM regarding WebEx submission at month end.
— Maintain up-to-date documentation and ensure organized filing for each project.
— Together with PM assists in organizing and administer build meetings, CAPEX meetings including preparation of documents, meeting summaries, and obtaining necessary sign-offs.
— Produce build-related estimates and new store investment summaries, including return on investment (ROI) calculations, for review and approval by the PM/Design team
— Perform other general duties as assigned.

This role will suit someone with Project Management, Property or Real Estate, Leasing and Finance experience with strong communication and administrative skills.

This will be a full time role. It will be performed remotely in an Australian Eastern Standard Time time zone. Our office hours are 9am-5.30pm Monday to Friday. We can provide some flexibility as required, but you will be online mostly during these hours.

Please send your applications on the link below:
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Please include your CV on your application.

We look forward to hearing from you!