Retail Project Manager in City of London

We are seeking an experienced Project Manager to lead luxury fashion retail projects from RIBA Stage 2 onwards, taking ownership of design development, statutory approvals, construction delivery, and store handover. You will be the primary point of contact for high-profile clients, managing projects valued between £350,000 and £2M+, while leading cross-functional teams to deliver cutting-edge retail spaces that elevate brand identities and create immersive customer experiences.

This role requires someone who can operate at both strategic and operational levels, balancing creative vision with technical delivery, commercial awareness with regulatory compliance, and client expectations with practical constraints.

About ML Projects:

ML Projects is a London-based architectural project management practice specializing exclusively in high-end luxury retail fit-outs for prestigious brands across the UK and Europe. We manage the complete journey from concept through to store opening, delivering exceptional retail spaces through expert coordination of design development, regulatory approvals, construction delivery, and seamless client handovers.

Founded on principles of professional integrity and teamwork, we take pride in bringing our clients' creative visions to life through exceptional project management and execution. Our inclusive culture fosters an environment where professionals can thrive and develop their skills as part of close-knit project teams working on flagship stores, shopping malls, boutiques, and innovative retail concepts.

Key Responsibilities:

• Manage complete project lifecycle from design development through construction to handover and commissioning.
• Lead multiple concurrent retail fit-out projects with individual values ranging from £350,000 to £2M+.
• Ensure adherence to client design intent, brand standards, and project requirements throughout all phases.
• Oversee construction progress through regular site visits, swiftly resolving any conflicts.
• Manage project handovers including snagging coordination, O&M documentation, commissioning certificates, and consent to trade processes.
• Manage Building Control submissions and maintain ongoing liaison with Building Control Approved Inspectors.
• Coordinate CDM compliance including F10 notifications, Construction Phase Plans, and Health & Safety File compilation.
• Manage License to Alter applications with landlords and freeholders, understanding statutory notice periods.
• Ensure compliance with UK Building Regulations (particularly Part B - Fire Safety, Part L - Conservation, Part M - Access).
• Navigate Listed Building applications and Conservation Area requirements when applicable.
• Lead cross-functional teams of 2-3 architects/designers/junior PMs plus external consultants.
• Appoint and manage specialist consultants (MEP, Structural, Fire Engineers, Principal Designer, Acoustic Consultants).
• Prepare technical specifications and coordinate with specialist contractors.
• Manage internal design team workflows, ensuring designers have complete project briefs and technical information.
• Review design progress at key milestones, identifying any information gaps or technical queries.
• Coordinate information flow between clients, consultants, and internal design team.
• Flag design resource constraints or bottlenecks that may impact project programmes.
• Facilitate design reviews and coordinate feedback loops between stakeholders and design team.
• Prepare Bills of Quantities (BOQ) and manage tender processes.
• Track project expenditure against CAPEX budgets, flagging variations and maintaining financial forecasts.
• Understand cost implications of design changes, programme delays, and specification variations.
• Serve as primary client contact, managing expectations and ensuring exceptional service delivery.
• Prepare professional reports, presentations, and client-facing communication materials.
• Chair project meetings and site progress meetings with clients, contractors, and consultants.
• Present technical solutions and recommendations to clients and senior stakeholders.
• Build and maintain strong relationships with luxury retail brand representatives.
• Navigate complex stakeholder landscapes including brand teams, property teams, and retail operations.
• Lead and mentor Project Coordinators and junior team members.
• Delegate tasks effectively while maintaining oversight of critical deliverables.
• Foster collaborative working relationships with internal teams and external partners.
• Develop team capabilities through coaching and knowledge sharing.
• Maintain project trackers with accuracy, ensuring they reflect real-time project status.
• Ensure project documentation integrity, accessibility, and compliance with filing protocols.
• Implement efficient communication protocols and coordinate information flow.

Qualifications and Requirements:

Essential:

• Minimum 3+ years proven experience managing luxury retail or high-end fashion projects in the UK.
• Direct experience leading projects through RIBA Stages 2-7 from design development to handover.
• Track record managing retail fit-out projects valued £350,000 to £2M+.
• Hands-on experience with Building Control submissions for retail premises.
• Working knowledge of CDM Regulations 2015 and Principal Designer responsibilities.
• Practical understanding of UK Building Regulations and their application to retail fit-outs.
• Experience managing consultant teams and contractor relationships.

Highly Desirable:

• Experience working across UK & European markets.
• Knowledge of international building standards and compliance requirements.
• Background with major luxury fashion, beauty, or premium lifestyle brands.
• Familiarity with JCT contracts and contract administration.

Required Skills & Competencies:

• Technical Proficiency: Advanced proficiency in project management software (Smartsheet, MS Project, or similar). Strong technical literacy - ability to read and coordinate architectural, structural, and MEP drawings. Understanding of luxury retail fit-out standards, finishes, and installation methodologies.
• Project Management Capabilities: Exceptional organizational skills with ability to manage multiple concurrent projects. Strong commercial awareness with understanding of margin management and profitability. Ability to develop realistic construction programmes and manage critical path activities. Experience with risk management, issue resolution, and change control. Disciplined approach to documentation, reporting, and audit trails. Strategic thinking combined with attention to operational detail.
• Communication & Leadership: Excellent client management and stakeholder engagement abilities. Strong written communication skills for reports, specifications, and statutory submissions. Confident presentation skills for client meetings and design reviews. Proven ability to lead, mentor, and develop junior team members. Effective negotiation and conflict resolution capabilities. Collaborative working style with ability to influence across organizational boundaries.
• Personal Attributes: Proactive problem-solver who anticipates issues before they become critical. Calm under pressure with ability to manage competing priorities and tight deadlines. Meticulous attention to detail while maintaining strategic oversight. Results-oriented mindset with commitment to quality and client satisfaction. Professional integrity and ethical approach to project delivery. Willingness to travel domestically and internationally for site visits as needed.