Construction & Licensing Administrator

3 weeks ago

New Orleans, United States Ruby Slipper Cafe Full time
The Ruby Restaurant Group Story:

Born from a small storefront in New Orleans' Mid-City neighborhood, the group has grown to operate two brands with multiple restaurants (and we're still growing). Both Ruby Slipper Caf and Ruby Sunshine put a Big Easy twist on Southern brunch classics.

Summary of Position:

The Construction & Licensing Administrator is responsible for supporting a variety of construction and real estate projects. This person will maintain all project files, process general contractor payment applications, vendor invoices, real estate invoices and resolve any payment disputes. They will be responsible for project reconciliation, maintaining a log of documents received from the architects for corporate projects and collect general contractor documentation. They will also assist in communicating with landlord on possession of each space to schedule start of construction and all legal notices.

Duties and Core Responsibilities:
  • Project support for construction manager and construction process for all new and remodel projects.
  • Send weekly Construction Updates to Executive team, internal key members and external vendors.
  • Lead process to maintain digital specification files for construction and FF&E items. Files are to include: cutsheets, installation, video and maintenance instructions.
  • Maintain design specifications and installation instructions.
  • Assist with administration duties for all LOI's, lease provisions, tenant improvement allowance, rent commencement, etc.
  • Research and assist in all requirements for each state and local municipality for liquor licensing, Health requirements, etc. Ensure timely and accurate completion of all required applications.
  • Create and maintain project files, organize and accurately file necessary documentation for all projects.
  • Maintain a log of all documentation received from architects, general contractors and vendors (schematics, construction drawings, notices, pay applications, change orders, etc.).
  • Gather all documentation for the general contractor contract package, process general contractor payment applications and collect final documentation required by Ruby Slipper Restaurant Group and Landlord.
  • Collect quotes and assist with developing and maintaining budget.
  • Maintain accurate construction dates and schedules of all active sites. Keeper of the overall development timelines and projections and communicates with each department as necessary.
  • Process all invoices and general contractor payment applications for timely payment.
  • Communicate with general contractors, vendors and all necessary departments to ensure successful on time deliveries, payments and outstanding issues.
  • Assists in resolving issues raised by vendors, general contractors during the construction and post construction period. Resolve problems with back orders, items not received and damaged equipment.
  • Collect and provide all documentation for TI Allowance.
  • Responsible for collecting final project documentation and project reconciliation with accounting.
  • Research and assist in all requirements for each state and local municipality for liquor licensing, Health requirements, etc. Ensure timely and accurate completion of all required applications.
  • Maintain master list of all licenses and renewal dates for the Company. Ensure timely and accurate renewal of licenses (Business License, Occupational License, Liquor License, etc)
Qualifications:
  • 3+ years of project management, required
  • 2+ years of licensing experience, required
  • Expertise in Microsoft Excel, required
  • Working knowledge of Microsoft Word, PowerPoint and MS Outlook.
  • Multi-unit restaurant and/or retail experience, preferred
  • Expertise in SmartSheet software, preferred
  • Drafting experience, preferred (i.e. Auto Cad/ Revit working knowledge and experience a plus)
  • Goal oriented with the ability to work with various departments and field operators.
  • Excellent organizational and time management skills.
  • Ability to communicate clearly and concisely, both orally and in writing. Spanish a plus.
  • Ability to learn and work efficiently in automated project management system.
  • Knowledge of lean and value engineering and costing principles and practices a plus.

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