Project Coordinator

Why us?

As part of Sage Hospitality Group, we passionately strive to be the best and create excellence in everything we do. We believe in enriching lives one experience at a time. More than a slogan, we empower our employees to make positive impacts on the communities in which we live and work. By providing genuine service we build relationships with our guests and value for our shareholders, and we create unforgettable experiences.

We are looking for independent thinkers. Those who harness their entrepreneurial spirit so that it breaks preconceived notions. We’re not afraid to forge our own path. After all, it’s what industry leaders do. That’s why we welcome risk takers and creative spirits alike. No matter your daily role, Sage recognizes that your success is about more than the work you do—it’s really about who you are, which is why we invest in your personal and professional growth. We hope you consider joining us!

Job Overview

POSITION FOCUS

The Project Coordinator will support the Design & Construction team in the day-to-day coordination, early planning, design development, and construction administration of Sage Studio (“Studio”) hotel and restaurant developments. These projects will range in complexity and geography across the portfolio, from small individual space renovation to large full asset repositioning and ground up development. The Project Coordinator serves  as  a key organizational resource for the project team, maintaining schedules, budgets and  documentation, and supporting communication among Studio, Sage Hotel Management (“SHM”), and Sage Restaurant Concepts (“SRC”)  and external consultants.

Responsibilities

ESSENTIAL RESPONSIBILITIES

Feasibility

Support new business opportunities including by assembling RFP response materials and assisting the Sage Growth & Development team  with research and data gathering for new ground-up and renovation opportunities.

Assist in preparing cost estimates for hotel and restaurant developments and renovations including, but not limited to FF&E, OS&E, IT, pre-opening, designer allowances, hard costs, and soft costs.

Assist in preparing materials and presentations for capital partners.

Support the project team in early design development (DD) for smaller existing value add projects, PIPs, major renovations and ground-up development opportunities.

Design/Brand

• Assist with consultant procurement, including preparing and issuing RFPs, , compiling and comparing proposals, and scheduling interviews for project consultants, including branding agencies, architects, interior designers, FF&E/OS&E vendors, art consultants, low voltage, and lighting designers.
• Support the brand development of projects including discovery, messaging, positioning, naming, and identity design, typically led by branding agencies, by coordinating meetings, tracking deliverables, and organizing feedback
• Support the implementation of the hotel and restaurant programming in collaboration with architects, interior designers, and other consultants, and help track the branding (collateral) budget
• Participate in, and review the concept design, schematic design, design development, construction documents, spec, and shop drawing phases of projects, tracking comments to ensure they are addressed by consultants
• Coordinate the design review with key members of Studio, SHM, Sage IT and SRC and compile collective comments for distribution.
• Help ensure brand pillars are adhered to in the program, design, and future operational activations.
• Assist with day-to-day project coordination, document control, design review and budget tracking with both internal and external stakeholders.
• Assist in monitoring the design schedule and tracking consultant deliverables against milestones.
• Coordinate material samples and keep sample library organized for each project.
• Assist in reviewing FF&E / OS&E specifications and schedules for completeness and consistency with approved design.
• Support coordination of the art program, signage and wayfinding, and branded collateral with relevant consultants and vendors.

Construction/FF&E Procurement

• Attend meetings necessary with the design, procurement, operations, and development teams including OAC, design, FF&E/OS&E procurement, and pre-opening meetings, including coordinating meeting times, preparing agendas, and distributing meeting minutes and action items.
• Assist with onsite inspections during the construction and renovation phases including box walks, owner punch, commissioning, FF&E/OS&E installation, and track punch list items.
• Monitor RFIs and submittals requiring Sage input, route them to the appropriate Studio, SHM, Sage IT, or SRC team members, and track responses to ensure timely turnaround.
• Maintain organized project records, including contracts, drawings, submittals, RFIs, schedules, and correspondence.
• Collect Closeout documentation, including warranties, O&M manuals, as-builts, and attic stock, and organize for turnover to operations.
• Track damaged, missing or incorrect FF&E items identified during receiving and installation, and follow up with the purchasing agent through resolution.
• Ensure that the Studio culture is introduced and reflected in each phase of the transition process to our capital partners and new associates.

Hotel Delivery

• Track FF&E / OS&E orders, shipments, deliveries and receiving lots.
• Support Studio in delivering all OS&E, FF&E and operational ramp up tasks.
• Perform hands-on fieldwork to ensure tasks are completed on time and to specifications.
• Assist with relocating furniture, OS&E (Operating Supplies and Equipment), and other necessary items for project setups.
• Support preparatory work in anticipation of guest arrivals, ensuring all items are properly arranged and in place.
• Actively participate in the physical execution of project tasks, including lifting, moving, and organizing materials as required.

OTHER RESPONSIBILITIES

All other duties as assigned, requested or deemed necessary by management.

BEHAVIORAL FOCUS

At Sage, we pride ourselves on the behaviors that build our culture and help associates perform in their positions. We value integrity, performance, team spirit, growth, delivering extraordinary guest experiences, and engaging in our communities. We have also outlined specific competencies that contribute to success at Sage. The role requires the ability to integrate both creative and functional feedback as a means of professional growth. Given the dynamic and unpredictable nature of design and construction work, the role will require flexibility and a willingness to occasionally assist with tasks beyond the defined scope. Please review our competency models to understand the behaviors expected of different levels in the organization (you may find these models in our learning management system).

Qualifications

POSITION QUALIFICATIONS

Education/Formal Training

Bachelor’s degree in architecture, interior design, construction management, hospitality, engineering, or similar is preferred, or an equivalent combination of education and experience

Interest in continuing education in hospitality, design, project management, or business

Experience

• A minimum of 2-4 years of proven successful experience in project coordination, design, development, or construction with exposure to hotel or restaurant projects preferred.
• Previous experience in hotel or restaurant operations is a plus.

Knowledge/Skills

• Familiarity with hotel and restaurant operations and design and construction processes.
• Strong attention to detail and follow-through on tasks and deadlines.
• Demonstrated ability to collaborate with all levels of the organization and with external stakeholders.
• Receptive to feedback and eager to learn and grow professionally.
• Excellent oral, written, and presentation a skills.
• Proactive, forward-thinking, resourceful, trustworthy, and a hands-on, with the ability to work independently and manage multiple priorities.