Shake Shack
Executive Assistant, Construction & Facilities Associate
This job is now closed
Job Description
- Req#: JR7624
Administrative responsibilities will or may include expense management, calendar management, special project support, and filing important project -related documents
Interface directly with other senior executives and their support teams – your ability to work well with people on all levels is a very important part of your job;
Review and determine appropriate executive and team schedules aligned with strategic priorities, building-in time critical work times;
Understand priorities to strategically direct inquiries, initiative, tasks and requests;
Schedule conference rooms, meetings and video chats;
Be ready to throw the entire schedule out the door when an emergency comes up, then pick it up again when the dust settles;
Handle confidential and sensitive information with strict compliance of public company protocols, trust is paramount.
Work with departments across the company to manage the flow of information to internal partners including Executive Teams, Development, Design & Construction .
Effectively use databases and other software to work with construction project managers, facilities managers and o t her department stakeholders to coordinate the flow of information to external stakeholders.
Assist with on-boarding new team members .
Plan large, high-profile events like all-hands meetings, off-sites and team building activities .
Track all Liens and Claims filed against Shack projects and route to the appropriate party for follow up.
G eneral Contractor (GC) Pay App lication Review and qualifying to ensure accuracy and required documentation.
GC Pay App lication Lien Waiver reconciliation and follow up notice to all parties of any deficiencies.
GC C ertificates of Insurance tracking and follow up notice to all parties of any deficiencies.
GC Final Close Out Documents including tracking project closeout and collect ion of all required documentation .
Liquidated Damage Notice tracking and coordination.
Vendor and Owner Dates Broadcast reporting to CPMs and external stakeholders.
Onboarding new Vendors including set up in Lucernex, Accounting & Workday .
L andlord Reimbursement tracking and follow up notices and follow up notice to all parties.
Tenant Allowance tracking and follow up notices and follow up notice to all parties.
DOP Notice Tracking and follow up notices and follow up notice to all parties.
L ucernex and Sharepoint support.
Contract management including drafting LOI’s, compiling General Contractor AIA’s and national account riders .
Ensure all necessary documents are saved to the project in Lucernex or Sharepoint as needed including DOP letter s , special inspections contract and reports, security contract and drawing, approved GC insurance certs, project schedules, approved grease duct water test report, hood/exhaust start-up report, final TAB report, dimming panel programming report, GC ADA correction photos, GC punch photos, access panel and shut-off photos, KE start-ups, etc.
Facilities vendor list tracking
NSO Turnover Documentation administration
Support Facilities Warranty, SLA, RFP Process
Excellent communication skills, both verbal and written
Strong organizational skills with acute attention to detail, multi-tasking, commitment to accuracy, and aptitude for problem-solving
Strong working knowledge of Microsoft Office Suite and Outlook, Excel and PowerPoint
Ability to work under pressure and meet tight deadlines.
Problem-solving.
At least 2-4 years’ experience in office administration, hospitality, or project management coordination
Commercial Real Estate experience preferred
Job Summary
The Construction & Facilities Administrative Associate will be an integral part of the overall growth and development of new store locations across the United States. The position will support our Construction and Facilities team including EA responsibilities for our VP of Construction & Facilities, Directors of Construction and Director of Facilities , along with overall support for the broader construction and facilities team. The ideal candidate for this role will need to be organized, detail oriented, excel in multitasking, hospitality driven, and proficient in building presentations, assembling and preparing materials for executive and board level reviews, complex coordination and time management.
Job Responsibilities and Duties
Knowledge, Skills, Abilities
R equirements - Education, Experience, Physical, and Competencies
Education Requirements
Bachelor's Degree
Education or Certificate Details
Degree in Hospitality, Project Management, Business, Real Estate or Related Field
Work Experienc e
2-4 years
Supervisory Experience
Not Applicable
Related Experience
Physical Requirements
Precise hand/eye coordination
Basic keyboarding or other repetitive motions
Operation of heavy equipment or operation of vehicles
Lifting/pushing objects weighing over 10 lbs.
Climbing and working in awkward and cramped positions
Competenc ies
Self-Development & Growth
Interpersonal Skills & Empathy
Effective Communication
Knowing the Business
Organization & Delegation
Pay Range - $46,095.00 - $74,200.00 *The salary paid to a successful applicant will depend on the applicant’s experience, qualifications, business needs and resources, and the candidate’s location.Driving & Delivering Results
About Us
Beginning as a hot dog cart in New York City’s Madison Square Park, Shake Shack was created by Danny Meyer, Founder and CEO of Union Square Hospitality Group and best-selling author of Setting the Table. Shack Fans lined up daily, making the cart a resounding success, and donating all proceeds back to the park beautification efforts. A permanent stand was eventually built…and the rest is Shack history! With our roots in fine dining and giving back to the community, we are committed to high quality food served with a high level of hospitality. Our team members enjoy a positive work environment that is deeply committed to the philosophy that we "Stand for Something Good."
We are expanding across the U.S. and around the world! Join our #ShackFam
Shake Shack is an Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental and physical), sex, gender identity, sexual orientation, gender expression, medical condition, genetic information, marital, military and veteran status.Our company will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of applicable laws.
About the company
Shake Shack is an American fast casual restaurant chain based in New York City.