Want to know if this job is worth applying to?
Village of Larchmont, New York, United States
Onsite
Closeout Package Management: Oversee the construction close out process to collect, review, audit, and organize all General Contractor closeout deliverables. Including executed unconditional lien waivers, AIA documents, warranties, as-built drawings, operations manuals, and attic stock records.
Tenant Allowance (TA/TIA) Draws: Manage the tenant Improvement Allowance reimbursement process to Landlords. Interpret commercial lease requirements for submission and eligibility. Tracking submittals through payment receipt.
Invoice & Budget Processing: Review, analyze, and track construction invoices/pay applications against project budget, following up with stakeholders as required for timely invoicing + swift project closeout.
Utilities Onboarding & Transfers: Coordinate utility setups, meter sets, account activations, and billing transfers (power, gas, water, internet) for new studio buildouts and lease turnovers.
Body Art & Health Compliance Coordination: Partner with the Licensing, Regulation + Leasing Administrator, Project Manager and General Contractor to evaluate physical build out requirements associated with health inspections and body art regulations.
Facilities & New Studio Turnover Coordination
New Studio Turnover Services: Schedule and coordinate pre-opening vendor walk-throughs and turnover scopes for newly completed builds, including post-construction deep cleaning, professional window cleaning, and initial HVAC inspections/filter changes.
Invoice & Budget Processing: Review,track, and analyze Facilities invoices against contract rates + allocated budget, following up with stakeholders as required for timely invoicing.
Preventative Maintenance Scheduling: Assist in evaluating and managing routine recurring services across the fleet, including HVAC maintenance contracts, fire protection, and pest control, following up with vendors as required for timely invoicing. Engage with vendor(s) to initiate new contract addendums for new studios as they open.
Vendor & Contract Management: Maintain organized vendor contracts and track insurance certificates (COIs) for all trade partners.
Facilities Work Order Platform: In coordination with the Senior Facilities Manager, maintain and update all data for active studios + active vendor partners.
Minimum 3+ years of experience in a similar position (Project Coordinator, Facilities Coordinator, Retail Store Operations or Commercial Real Estate Administration)
Working knowledge of commercial construction processes, standard closeout documentation (lien waivers, certificates of occupancy), and landlord tenant allowance collections.
Familiarity with retail facility maintenance, commercial service trades (cleaning, HVAC, plumbing), or health department/body art permitting is a strong plus.
High proficiency in digital tools: Google Workspace (Sheets, Docs, Slides), Microsoft Excel, and project/work order management software.
Strong organizational, tracking, and detail-oriented skills with high accuracy in handling financial paperwork, vendor invoices, and compliance records.
Exceptional communication skills with the ability to interface diplomatically with general contractors, commercial landlords, field teams, and external trades.
A proactive, problem-solving mindset with the agility to shift between structured construction deadlines and urgent day-to-day facilities needs.
Medical/Dental/Vision Health Plans
Short and Long-term Disability
Life Insurance
401k and Roth IRA Plans
Paid Parental Leave
Open PTO policy
Employee discounts on our amazing products!