Construction and Facilities Specialist

Rowan•Larchmont, NY

3d•$75,000 - $90,000

About The Position

Rowan is seeking a Construction + Facilities Specialist to support its growing fleet of more than 100 studios and its Construction + Facilities team. This dual-function operational role supports Construction Project Managers and Facility Managers, bridging active studio build-outs, project closeout, and ongoing studio maintenance. The role manages construction closeout documentation, tenant improvement allowance reimbursements, construction and facilities invoices, and utility onboarding and transfers. It also coordinates with internal teams and contractors on physical build-out requirements related to health inspections and body art regulations. For new studios and existing facilities, the specialist coordinates pre-opening vendor walkthroughs and turnover services, assists with preventative maintenance scheduling, maintains vendor contracts and insurance certificates, and updates facility work-order platform data. The position calls for strong organizational and communication skills, accuracy with financial and compliance records, and the ability to manage both structured construction deadlines and urgent facilities needs.

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, including Sheets, Docs, and Slides; Microsoft Excel; and project or work-order management software.
Strong organizational, tracking, and detail-oriented skills, with high accuracy when handling financial paperwork, vendor invoices, and compliance records.
Exceptional communication skills and the ability to interface diplomatically with general contractors, commercial landlords, field teams, and external trades.
A proactive, problem-solving mindset and the agility 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 closeout deliverables, including executed unconditional lien waivers, AIA documents, warranties, as-built drawings, operations manuals, and attic stock records.
Manage tenant improvement allowance reimbursement submissions to landlords, interpret commercial lease submission and eligibility requirements, and track 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.
Partner with the Licensing, Regulation + Leasing Administrator, Project Manager, and General Contractor to evaluate build-out requirements related to health inspections and body art regulations.
Schedule and coordinate pre-opening vendor walkthroughs and turnover services 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, following up with stakeholders as needed.
Assist with evaluating and managing recurring fleet services, including HVAC maintenance contracts, fire protection, and pest control; follow up with vendors regarding invoicing.
Engage vendors to initiate contract addendums as new studios open.
Maintain organized vendor contracts and track certificates of insurance for trade partners.
Coordinate with the Senior Facilities Manager to maintain and update data for active studios and vendor partners in the facilities work-order platform.