Senior Specialist, Store Development

Philz Coffee•Los Angeles, CA

5d•$75,000 - $85,000•Remote

About The Position

The Senior Specialist, Store Development helps bring new Philz stores to life by coordinating contractors and vendors, managing project documentation and payments, and keeping construction projects on track. The role manages assigned aspects of new store construction from kickoff through completion, supporting openings that are on time, within budget, and ready for customers. The role is currently remote and must be based within the Greater Los Angeles area. Beginning April 2027, the team will transition to an in-office environment in North Long Beach, California, Monday through Thursday. This position oversees construction administration, vendor financial activities, project documentation, and cross-functional coordination. It evaluates project requirements and financial commitments, identifies risks and discrepancies, resolves routine issues, and escalates matters that require leadership intervention. It also develops project updates and recommendations for Development leadership and identifies ways to improve processes, financial controls, and workflows.

Requirements

At least 3 years of experience in a fast-paced, high-growth environment overseeing key aspects of construction administration, project coordination, or a related role.
At least 2 years overseeing construction-related financial processes, including vendor invoicing, accounts payable, progress billings, retention, and change orders.
Working knowledge of construction contracts, preliminary notices, lien releases, and related documentation requirements, particularly in California.
Strong organizational and project management skills, with high attention to detail.
Proficiency in Excel, Google Workspace, and document management tools.
Strong communication and relationship-building skills.
Must be based within the Greater Los Angeles area while the role is remote.

Nice To Haves

Experience supporting multi-unit retail, restaurant, or commercial construction projects.
Experience with construction and financial systems such as Kahua, Smartsheet, DocuSign, Tipalti, and Capturis.

Responsibilities

Independently manage assigned aspects of new store construction projects from kickoff through completion, assessing priorities and challenges to keep projects on schedule and within budget.
Review contractor agreements, Notice to Proceed packages, change orders, and construction documentation for accuracy, completeness, and alignment with project requirements; identify discrepancies and recommend resolutions.
Oversee project closeout, assessing documentation, outstanding obligations, and risks to ensure construction requirements are satisfied.
Assess permitting, utility, scheduling, and Certificate of Occupancy requirements; identify potential delays, resolve issues, and escalate matters requiring leadership intervention.
Partner with Real Estate to evaluate landlord requirements and Tenant Improvement Allowance documentation, identify gaps, and recommend solutions for timely reimbursements.
Manage vendor financial activities across assigned projects, evaluating proposals, estimates, invoices, and payment requests against budgets, contracts, and project priorities.
Analyze progress billings, retention payments, deposits, and change orders; identify discrepancies and financial exposure and recommend corrective actions.
Monitor project financial commitments and payment obligations, identifying budget variances, outstanding liabilities, and opportunities to mitigate financial risk.
Evaluate vendor onboarding documentation and requirements, resolve exceptions, and ensure vendors meet contractual and payment requirements.
Assess equipment, fixtures, furnishings, and other project purchases; identify delivery or payment risks and take appropriate action to minimize project disruption.
Oversee preliminary notices and lien release requirements, identify compliance or financial risks, and coordinate resolutions.
Establish and maintain project documentation and reporting practices to support project execution.
Assess project status, competing priorities, and outstanding deliverables; identify risks and recommend adjustments to improve outcomes.
Analyze project information and develop updates, recommendations, and actionable insights for Development leadership.
Serve as a key point of contact for contractors, vendors, municipalities, and internal stakeholders; resolve routine challenges and determine when escalation is needed.
Identify opportunities to improve development processes, financial controls, and cross-functional workflows, and recommend and implement improvements to increase efficiency and reduce operational risk.