Travel Site Setup Coordinator

Position Summary

The Site Setup Coordinator is responsible for the hands-on coordination and execution of office site setup activities to ensure new and temporary locations are fully prepared for employees and customer-facing operations. This is a highly travel-based role requiring frequent on-site presence, strong organization, independent problem-solving, and

close coordination with Facilities, Construction, IT, landlords, vendors, installers, inspectors, and other project partners.

Primary Markets: Texas (Dallas, Austin, Central TX); Georgia (Atlanta

Metro); the Carolinas; Midwest (Illinois, Wisconsin,

Nebraska)

Key Responsibilities

Site Setup & Readiness

• Travel to assigned locations to coordinate and execute site setup activities from pre-opening through final readiness.

• Complete final site-readiness checks and ensure each location is clean, functional, organized, customer facing, and employee-ready.

• Coordinate setup of temporary office locations as needed.

• Order initial stock for and Set up break rooms, restrooms, common areas, reception areas, and other employee/customer spaces for use.

• Purchase, track, organize, and place office decor, accessories, and miscellaneous setup items.

• Test and verify that site systems and building components are functional and ready for use, including sound masking, security systems, doors, locks, lighting, plumbing fixtures, and other office systems.

• Prepare a new office welcome email in coordination with Operations, including key information employees need to understand and use their new location.

• Conduct Operations walkthroughs to introduce the team to the new office, review key site features, and communicate information needed for day-to-day use of the space.

• Take completion photos and upload required project closeout and site-readiness photos to SharePoint.

Furniture, Artwork & Vendors

• Order furniture through approved vendors in accordance with approved plans and standards.

• Coordinate furniture delivery and installation schedules.

• Oversee furniture installations on site and direct installers regarding furniture placement on plans.

• Verify furniture is installed in the correct locations and identify or coordinate resolution of installation issues.

• Order artwork, receive and stage artwork on site, and coordinate or oversee installation according to plans.

• Identify, review, source, and organize new vendors as needed for site-specific products, services, installations, or other project requirements.

Site Access, Security & Inspections

• Coordinate with landlords and property management to obtain keys and required site access.

• Make and organize required copies of keys for office operations.

• Oversee or coordinate security system installation and confirm that the system is ready for use.

• Meet inspectors or other required parties on site to support final readiness and verify the location is clear and ready to open.

IT, Construction & Facilities Coordination

• Coordinate with IT to confirm that computers, peripherals, and other technology equipment arrive at the site when needed.

• Coordinate with Construction regarding site needs, open items, access, scheduling, and setup dependencies.

• Assist with facilities tickets and site-related needs associated with construction, turnover, and opening

activities.

• Escalate deficiencies, damaged or missing items, schedule concerns, or other issues that could affect opening readiness.

• Notify Construction of items that are incorrect, incomplete, damaged, or missed during the punch walk and assist with follow-up through resolution.

• Attend new-site and potential-site visits as needed and complete pre-site walks, including taking and organizing photos for Construction to support early project planning.

• Assist Construction with miscellaneous build-out, turnover, and site-related items as they arise and as needed to support project completion.

Travel Requirements

This position requires approximately 50-75% travel depending on project volume and business needs. Primary travel markets are expected to include Dallas and Austin, Texas; Atlanta, Georgia; the Carolinas; and Illinois, with travel to other markets as business needs require. Travel may involve consecutive days on site and scheduling installations, inspections, construction turnover, and office opening dates.

Qualifications & Skills

• Strong organizational and project coordination skills with the ability to manage multiple vendors, deliveries, and deadlines.

• Comfortable working independently in active construction, office, and property-management environments.

• Strong communication skills and ability to coordinate effectively with installers, vendors, landlords, inspectors, IT, Construction, and Facilities teams.

• Ability to read basic floor plans and use them to direct furniture, artwork, equipment, and office setup.

• Strong eye for design and details

• Strong attention to detail and ability to identify issues that could prevent a site from being fully operational.

• Resourceful, hands-on approach with the ability to resolve day-of setup and installation issues.

• Ability and willingness to travel extensively and adjust schedules based on project and opening needs.

• Prior experience in administration, project and team support role

• Valid driver's license and ability to travel by vehicle and air as required.

Physical / On-Site Requirements

This role requires regular movement throughout office and construction environments, including extended standing and walking, staging office supplies or decor, and other reasonable hands-on activities required to prepare a location for opening. Ability to lift 50 LBS.

Estimated earnings: