Assistant Project Coordinator

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Route 65 Management, LLC - Dunkin'/Baskin Robbins

Assistant Project Coordinator

Compensation and Benefits:

Competitive Salary

Paid Time Off

Employee Discount

Employee Referral Bonus

Health, Dental, Vision Benefits

Supplemental Benefits

401K / Matching

SNHU Discounted Tuition Program

Opportunities for personal career growth within our team

Job Description

We are seeking a highly self-motivated, ultra-organized, detail-oriented, meticulous scheduler to serve as an Assistant Project Coordinator based in our Nashville, Tennessee office. They will support various projects across our network of locations in the Tennessee and Massachusetts markets. The Assistant Project Coordinator duties and responsibilities include providing administrative support to help ensure efficient operation of the corporate office and field operations, assisting with store openings, remodels, equipment installs, vendor communications, and various operational initiatives to keep our projects running smoothly and on time in the field through a variety of tasks primarily related to organization, execution and communication. The Assistant Project Coordinator is often responsible for confidential and time-sensitive material and must demonstrate a high level of integrity and discretion in handling sensitive information. They must possess a strong understanding of industry and operational concepts, technical platforms, practices, and procedures, and be able to communicate with professionalism via phone and email to ensure all responsibilities are carried out accurately and on schedule.

Responsibilities:

• Perform various administrative tasks directly supporting the Principals (Ownership, COO).
• Responsible for tracking relevant data and the preparation and distribution of regularly scheduled reports and communication.
• Calendarize all meetings, internal and external events, attend and take notes to provide meeting minutes.
• Communicate effectively with employees, vendors, and guests via email and/or telephone.
• Carry out clerical duties such as filing, typing, copying, binding, scanning, printing, laminating.
• Receive, sort and distribute incoming mail; Prepare outgoing mail.
• Ensure proper operation of office equipment, order office supplies.

Real Estate – Property & Construction Management

• Act as a company representative with realtors, provide pricing, details, floorplans, etc.
• Coordinate large projects/improvements.
• Coordinate store acquisitions
• Attend Town meetings as needed for approvals, aquire and maintain necessary permits/documents.
• Secure vendors for other projects/improvements.
• Coordinate with sign companies to clean/repair signs or take down as needed.
• Field inquiries and show properties as needed.
• Reach out to tenants on overdue rents.
• Field tenant issues and coordinate with maintenance or vendors for repairs.
• Investigate utility discrepancies.
• Let vendors/inspectors in, attend inspections.
• Provide keys as needed.

Real Estate (TN Residences)

• Coordinate and pay cleaners of TN residences (505 Condo)
• Coordinate with 505 concierges as needed for packages (additional needs/issues @ 505 condo)

Equipment

• Track and manage inventory; keep current (including signage)
• Special order equipment through DCP, provide paperwork.
• Order equipment from other vendors not supplied by DCP (QualServ, etc.)
• Follow-up on delivery or coordinate installs
• Project, research, price and order materials when needed for repairs through extranet (paint, hardware, etc.)

Franchisees

• Provide correspondence as needed, collect signatures on proposals, scan and email documents, etc...
• Communicate with various parties as requested, guests, vendors, brand representatives, etc.

Maintenance

• Monitoring, Tracking and Reporting of Preventative Maintenance in Massachusetts and Tennessee.
• Project, research, price and order materials needed for projects and repairs.

Finance

• Familiar with Sage Intacct; accounting software.
• Enter invoices into Sage Intacct.
• Communicate all financials to the finance department with locations, details and notes.
• Build project end to end; provide code for projects in advance per deadline parameters.
• Research invoices or bills that are of unknown origin (suspect).
• Coordinate with the finance department on vehicle repairs and insurance.
• Coordinate with finance on property insurance.

Travel

• Book travel as needed for employees, flights, accommodations, ground transportation, airport transportation.
• Keep record of personal data needed to book travel, keep track of travel credits and points.
• Report all invoices, documents, receipts, materials to the finance department (Monthly)

Meetings

• Calendarize, attend and take notes for internal meetings.
• Attend Brand meetings/webinars as requested.
• Take notes at other external meetings as requested.
• Set up accommodations for group training.
• Back up coordination of employee celebrations/events

Marketing

• Coordinate, Collaborate and Communicate with Operations for all events in TN and MA Markets
• Keep records of all event expenses, documents, receipts, report to the finance team monthly.
• Access Franchisee Branded Marketing Platforms (LSM and Hub Connect) for reporting, marketing materials, advertising, etc...
• Organize, collaborate and execute internal and external events (including golf tournaments, charitable fundraisers and store openings, etc.
• Compose, post and monitor social media content and maintain company website.

Provide back up to other departments.

• HR (Uniform pick up)
• Loss Prevention (cameras/verification of daily deposits.)
• Other duties as assigned.

Requirements:

• Strong organizational and planning skills with attention to detail.
• Ability to deal seamlessly with different departments; adapt to shifting priorities.
• Excellent time management skills and ability to multi-task and prioritize work.
• Excellent written and verbal communication skills.
• General knowledge of accounting a plus but comfort working with numbers is essential.
• Ability to utilize discretion handling confidential material.

REQUIREMENTS

• Must be 21 years of age or older
• Must have a valid driver’s license
• Must complete a successful background and driver's license check
• Minimum Requirement: Associate’s Degree in Related Field / Bachelor's preferred
• 3 years experience as a Project Coordinator, Manager or Supervisor in a related field (e.g. Executive Buisness Administration)
• Knowledge of Real Estate/Aquisitions, Construction, NSO's, Remodels, Permits, Franchising
• Proficient in MS Office, preferably Office 365 Suite; One Drive and SharePoint; familiar with Sage Intacct accounting software

Why DUNKIN'?

Sure, it's the coffee and the tasty baked goods. But more than that, it's the people behind the counter, who make Dunkin' Donuts what it really is, creating a culture and place that isn't the typical fast-food joint. It is the fast-paced, fun- paced world of Dunkin' Donuts.

In 1950, Bill Rosenberg opened the first Dunkin' Donuts shop in Quincy, Massachusetts. Dunkin' Donuts licensed the first of many franchises in 1955. It is now the world's leading baked goods and coffee chain, serving more than 3 million customers per day. Dunkin' Donuts sells 52 varieties of donuts and more than a dozen coffee beverages as well as an array of bagels, breakfast sandwiches and other baked goods. We are a locally owned and operated Dunkin' Donuts franchise, with a fast-paced, high energy environment where you get to interact with loyal customers every day. Join our team today! You are applying for work with a franchisee of Dunkin' Donuts, not Dunkin' Brands, Inc. or any of its affiliates. Any information you submit will be provided solely to the franchisee. If hired, the franchisee will be your only employer. Franchisees are independent business owners who set their own wage and benefit programs that can vary among franchisees.

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

**You are applying for work with a franchisee of Dunkin’ Donuts not Dunkin’ Brands, Inc. or any of its affiliates. Any application or information you submit will be provided solely to the franchisee. If hired, the franchisee will be your only employer. Franchisees are independent business owners who are solely responsible for their own employees and set their own wage and benefit programs that can vary among franchisees.

© 2020. Catalano Management, LLC/Route 65 Management, LLC. The Dunkin' trademarks, logos and designs are trademarks of DD IP Holder LLC. Used under license.