Construction Management Assistant

Position Title: Construction Management Assistant
Reports To: Greenlight Executive Team
Location: Utah (with regular travel to project sites as needed)
Employment Status: Part-time to start,  full-time if necessary

Position Summary

Greenlight is seeking a highly organized, detail-oriented Construction Management Assistant to support the planning, coordination, and execution of multiple restaurant construction projects. This position serves as the central communication hub between architects, designers, engineers, contractors, municipal departments, project managers, and Greenlight executives.

The ideal candidate is proactive, skilled at managing multiple projects simultaneously, and capable of ensuring that projects remain on schedule, within budget, and compliant with all permitting and regulatory requirements.

Primary Responsibilities

Project Coordination & Communication

• Serve as the primary liaison between architects, interior designers, engineers, contractors, construction site managers, consultants, and Greenlight executives.
• Maintain project schedules and distribute updates to key team members.
• Track action items and ensure timely follow-up and resolution.
• Facilitate communication between field operations and executive leadership.

Project Scheduling & Progress Tracking

• Monitor project timelines and milestones to ensure projects remain on track.
• Identify potential delays and communicate concerns promptly to project leadership
• Coordinate delivery timelines for materials, equipment, and contractor services.
• Track project status reports and prepare executive summaries.

Permitting & Regulatory Compliance

• Research and obtain required permits, licenses, and approvals from city, county, state, and other regulatory agencies.
• Coordinate with planning departments, building departments, health departments, fire marshals, utility providers, and other governmental entities.
• Monitor permit expiration dates, inspections, and compliance requirements.
• Schedule required inspections and ensure documentation is properly maintained.

Project Information & Support

• Serve as a resource for questions regarding current construction projects, remodels, and future planned developments.
• Maintain organized project files, drawings, specifications, permits, contracts, and correspondence.
• Assist executives by providing accurate and timely project information.
• Track changes, revisions, and approvals throughout the project lifecycle.

Financial Administration

• Review, organize, and track invoices from contractors, vendors, consultants, and suppliers.
• Coordinate invoice approvals and payment processing.
• Maintain project budget tracking reports.
• Monitor payment schedules and identify discrepancies or potential cost overruns.
• Assist with collecting lien waivers, insurance certificates, and supporting financial documentation.
• Generate periodic reports regarding project expenditures and outstanding obligations.

Administrative Support

• Maintain project management software and tracking systems.
• Assist with bid solicitation, contractor onboarding, and document collection.
• Support special projects and initiatives as assigned by the executive team.

Qualifications

Required

• Associate's degree or bachelor's degree in Construction Management, Business Administration, Architecture, Engineering, Project Management, or a related field; equivalent experience may be considered.
• Strong organizational and project coordination skills.
• Excellent written and verbal communication abilities.
• Proficiency with Microsoft Office Suite and Google Workspace.
• Ability to manage multiple projects and deadlines simultaneously.
• Strong attention to detail and follow-through.

Preferred

• Experience in construction administration, commercial construction, architecture, hospitality development, or project management.
• Familiarity with permitting processes and municipal approvals.
• Understanding of construction drawings, specifications, and project documentation.
• Experience tracking budgets, invoices, and project financials.

Key Competencies

• Exceptional organization and time management
• Professional communication and relationship management
• Problem-solving and critical thinking
• Attention to detail
• Accountability and follow-through
• Ability to work independently
• Adaptability in a fast-paced environment
• Strong customer-service mindset

Success Measures

A successful Construction Management Assistant will:

• Keep projects progressing according to schedule.
• Ensure permits and approvals are obtained on time.
• Maintain accurate project records and reporting.
• Provide timely responses to project-related inquiries.
• Ensure invoices and payments are tracked accurately.
• Help executives maintain visibility into project status, budgets, and potential issues.
• Contribute to the successful and timely opening of new Greenlight development projects.

This role is ideal for someone who enjoys bringing order to complex projects and serving as the operational backbone that keeps multiple construction and development initiatives moving forward efficiently.

• Minimum 20 hours hours/weekly initally. Hybrid Role working remotely and onsite as required
• Excellent communication and interpersonal skills.
• Knowledge of industry trends, market dynamics, and customer preferences.
• Ability to make strategic decision

Heirloom Restaurant Group is dedicated to creating a workplace where a diverse and inclusive team thrives in an environment free from discrimination. We provide equal employment opportunities, regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, protected veteran status, or any other applicable characteristics protected by law.