Construction and Facilities Specialist

Rowan•Larchmont, NY

About The Position

Rowan is seeking a Construction + Facilities Specialist to support its growing fleet of more than 100 stores and the Construction + Facilities team. In this dual-function operational role, the Specialist supports Construction Project Managers and Facility Managers, connecting active studio build-outs and project closeouts with ongoing studio maintenance. The role manages construction closeout documentation, tenant improvement allowance reimbursements, construction and facilities invoices, and utility setups and transfers. It also coordinates compliance-related build-out needs, new-studio turnover services, preventative maintenance, vendor contracts, insurance certificates, and work-order platform data.

Requirements

At least 3 years of experience in a similar position, such as Project Coordinator, Facilities Coordinator, Retail Store Operations, or Commercial Real Estate Administration.
Working knowledge of commercial construction processes, standard closeout documentation such as lien waivers and certificates of occupancy, and landlord-tenant allowance collections.
High proficiency with Google Workspace (Sheets, Docs, and Slides), Microsoft Excel, and project or 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 and the ability to communicate diplomatically with general contractors, commercial landlords, field teams, and external trades.
A proactive, problem-solving mindset and the ability to shift between structured construction deadlines and urgent day-to-day facilities needs.

Nice To Haves

Familiarity with retail facility maintenance, commercial service trades such as cleaning, HVAC, and plumbing, or health department and body art permitting.

Responsibilities

Collect, review, audit, and organize General Contractor construction closeout deliverables, including lien waivers, AIA documents, warranties, as-built drawings, operations manuals, and attic stock records.
Manage tenant improvement allowance reimbursement submissions to landlords by interpreting commercial lease requirements and tracking submissions through payment receipt.
Review, analyze, and track construction invoices and payment applications against project budgets; follow up with stakeholders to support timely invoicing and project closeout.
Coordinate utility setups, meter sets, account activations, and billing transfers for new studio build-outs and lease turnovers.
Coordinate with the Licensing, Regulation + Leasing Administrator, Project Manager, and General Contractor to evaluate physical build-out requirements for health inspections and body art regulations.
Schedule and coordinate pre-opening vendor walk-throughs and turnover work for new studios, including post-construction deep cleaning, window cleaning, and initial HVAC inspections and filter changes.
Review, track, and analyze Facilities invoices against contract rates and allocated budgets; follow up with stakeholders as needed.
Assist with evaluating and managing recurring fleet services, including HVAC maintenance, fire protection, and pest control, and follow up with vendors regarding invoices.
Engage vendors to initiate new contract addendums as studios open.
Maintain organized vendor contracts and track certificates of insurance for trade partners.
In coordination with the Senior Facilities Manager, maintain and update data for active studios and vendor partners in the facilities work order platform.