Overview
CONSTRUCTION PROJECT COORDINATOR - LUXURY RETAIL
ML Projects is hiring a Project Coordinator to support the delivery of luxury fashion retail fit-outs across the UK and Europe. You'll work alongside our Project Managers, helping move projects through tender, procurement, site delivery, and handover, taking design information from our internal team and keeping it on track as it lands on site.
Project values range from £350,000 to £2M+. Our PMs run several concurrent fit-outs at any one time, each with tight programmes, demanding landlord and centre management requirements, and clients who expect flagship-standard execution. Your job is to give those PMs the bandwidth and reliable information they need to deliver — tracking actions, chasing responses, maintaining trackers and registers, and keeping site, design, and client conversations joined up.
This role is pitched at someone who has spent a year or two on active fit-out sites or in a contractor\'s PM team. You should already know how a site really runs: how RFIs get answered (or don\'t), what a valuation looks like, how snags get closed out, and why programmes slip.
Key Responsibilities
Project Administration & Coordination
- Coordinate project activities across multiple concurrent retail fit-out projects.
- Maintain project schedules, milestones, and critical path activities using Smartsheet.
- Prepare and distribute project communications, meeting minutes, and progress reports
- Manage project documentation systems including drawings registers, RFI logs, and variation orders.
- Coordinate site surveys and pre-construction assessments across UK and European locations.
- Support BOQ preparation, tender analysis, and subcontractor procurement processes.
Construction Documentation & Compliance
- Maintain construction drawings registers and ensure latest revisions are distributed.
- Coordinate submittal schedules and track approvals from consultants and clients.
- Support method statement reviews and RAMS documentation.
- Assist with building control submissions and statutory compliance documentation.
- Maintain health and safety documentation and coordinate CDM2015 requirements.
- Track and manage variation orders, change requests, and contract amendments.
Stakeholder Communication & Management
- Serve as the primary coordination point between main contractors, subcontractors, and supply chain.
- Coordinate between clients, architects, MEP consultants, and construction teams.
- Schedule and organize site meetings, progress reviews, and coordination meetings.
- Maintain regular communication with international project teams and local contractors.
- Manage RFI processes and ensure timely technical query resolution.
Site Operations Support
- Coordinate site access arrangements, deliveries, and logistics planning
- Support site setup activities including welfare facilities, security, and utilities
- Assist with material procurement tracking and delivery schedules
- Coordinate specialist subcontractor activities and interface management
- Support quality control processes and snagging list management
- Coordinate handover documentation including O&M manuals and warranties
- Support cost tracking and budget monitoring processes
- Assist with subcontractor payment applications and valuations
- Maintain contract registers and key date schedules
- Support variation pricing and change order administration
- Coordinate insurance documentation and performance bonds
- Assist with final account preparation and project close-out processes
Systems & Process Support
- Maintain project tracking systems (Smartsheet) and construction programming
- Update project coding systems.
- Support financial tracking and CAPEX reporting processes
- Maintain project filing systems including contract documentation
- Assist with compliance documentation and regulatory submissions
- 2-4 years experience in construction project coordination or site administration roles
- Experience working with general contractors on commercial or retail fit-out projects
- Knowledge of construction processes, terminology, and standard practices
- Understanding of construction contracts (JCT Design & Build, JCT Minor Works preferred)
- Experience with construction documentation and drawing management systems
Technical Construction Knowledge
- Understanding of construction sequences and critical path dependencies
- Familiarity with building control processes and statutory approvals
- Understanding of CDM regulations and health & safety requirements
- Knowledge of construction materials, specifications, and installation methods
- Software & Systems Proficiency
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Project)
- Experience with project management software (Smartsheet preferred, or similar platforms)
- Understanding of drawing management systems and version control
- Basic knowledge of construction estimating and cost control principles
Communication & Coordination Skills
- Excellent written and verbal communication skills with construction teams
- Professional approach to contractor and subcontractor relationship management
- Ability to communicate technical information clearly to non-technical stakeholders
- Cultural sensitivity for international project coordination
- Strong attention to detail in contract administration and documentation
Personal Attributes
- Proactive approach with strong problem-solving abilities in construction environments
- Flexibility to adapt to changing site conditions and project requirements
- Professional attitude with understanding of construction industry practices
- Ability to work under pressure and manage multiple competing priorities
- Willingness to visit construction sites and understand on-site challenges
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