Project Coordinator (Luxury Retail Fit Outs)

ML Projects is a London-based architectural project management practice specializing exclusively in high-end luxury retail fit-outs across the UK and Europe. We manage the complete journey from pre-construction through to store opening for some of the world's most prestigious retail brands. Our team delivers exceptional retail spaces through expert coordination of regulatory approvals, construction delivery, and seamless client handovers.

We foster a collaborative, fast-paced environment where precision, process excellence, and client satisfaction drive everything we do.

The Role

We're seeking a Project Coordinator with proven experience in the end-to-end process of opening retail stores. You must understand what it actually takes to get a luxury retail store from initial planning through to trading—and have lived through the challenges that come with it.

This isn't a pure administrative role. You'll be supporting Project Managers with the critical pre-construction and construction delivery phases, managing processes that directly impact whether stores open on time and to specification.

You'll be responsible for coordinating:

• Pre-Construction Phase: Planning applications, Building Control submissions, License to Alter approvals, Party Wall agreements, CDM compliance, consultant appointments, and tender processes
• Construction Phase: RFI coordination, variation management, supplier onboarding, progress monitoring, inspection scheduling, and commissioning protocols
• Store Opening: Snagging coordination, handover documentation, building warranties, O&M manuals, and client training sessions

This role requires someone who:

• Has actually managed Building Control submissions and understands what BCAs look for in retail fit-out applications
• Knows the difference between simultaneous and statutory notice periods for License to Alter applications
• Can identify when MEP designs will cause issues with Building Regulations approval
• Understands fire safety requirements for retail premises (means of escape, compartmentation, sprinkler/suppression systems, smoke extraction)
• Has coordinated the CDM process and knows what information needs to be in the H&S File
• Can read architectural and MEP drawings sufficiently to spot coordination issues
• Understands the construction sequencing of a typical retail fit-out
• Recognizes that accurate project tracking is non-negotiable - our trackers are the single source of truth for project status, and maintaining their integrity is fundamental to effective project delivery

Day-to-Day Responsibilities

Your week starts with reviewing the project tracker to identify critical path items requiring attention. You'll coordinate with Project Managers to ensure regulatory submissions are progressing, contractor appointments are moving forward, and site activities are properly documented.

Our internal tracking systems (Smartsheet, contact reports, activity sheets) are the backbone of how we manage projects. Every project interaction generates information that must be captured, categorized, and distributed to the right people. You'll be the guardian of these systems, ensuring they accurately reflect project reality at all times. When Project Managers are deep in technical details or on site, you'll be ensuring our tracking reflects current status, risks are flagged, and nothing falls through the cracks. If the tracker says a Building Control submission is pending approval, it must actually be pending approval - not sitting in someone's inbox waiting to be submitted.

Typical tasks include:

• Preparing and submitting Building Control applications, following up on condition approvals
• Coordinating CDM documentation (F10 notifications, Construction Phase Plans, Pre-Construction Information)
• Managing consultant appointments (MEP, Structural, Fire Engineers, Principal Designer) and ensuring they deliver to programme
• Administering tender processes, preparing BOQs, evaluating contractor returns
• Maintaining project trackers (Smartsheet) with religious accuracy - updating status, logging actions, recording decisions, tracking submissions
• Preparing and distributing contact reports after every meeting - ensuring action points are captured, assigned, and followed up
• Coordinating site inspections (Building Control, client QS, third-party certifiers)
• Managing RFI logs, variation schedules, and ensuring responses are documented and distributed
• Managing the handover process including snagging, commissioning certificates, and O&M compilation
• Tracking project expenditure against CAPEX budgets and flagging variations
• Liaising with contractors, suppliers, and statutory authorities to resolve programme issues

You must have:

• Minimum 3 years working in UK retail construction, shopfitting, or retail project management
• Direct experience managing Building Control applications for retail fit-outs.
• Practical understanding of CDM Regulations 2015 and Principal Designer responsibilities
• Working knowledge of UK Building Regulations (particularly Part B - Fire Safety, Part L - Conservation, Part M - Access)
• Familiarity with RIBA Stages 4-7 and the deliverables required at each stage
• Understanding of luxury retail fit-out standards, client expectations, and brand guidelines

You should have been involved in:

• At least 5 UK retail store openings from fit-out through to handover
• Projects requiring coordination with Building Control, Fire Brigade, Environmental Health
• Managing consultants, contractors, and suppliers on fast-track retail programmes
• Resolving regulatory compliance issues that threatened programme deadline

Required Skills

• Proficient in Smartsheet or similar project management platforms (MS Project, Airtable)
• Disciplined approach to data management - understands that inaccurate trackers lead to missed deadlines and client dissatisfaction
• Strong technical literacy - can read architectural, structural, and MEP drawings
• Exceptional written communication - preparing submissions, reports, and correspondence to statutory authorities
• Highly organized with meticulous attention to detail and ability to manage multiple concurrent projects
• Proactive problem-solver who anticipates issues before they become critical
• Confident communicator able to coordinate with clients, contractors, consultants, and regulatory bodies
• Commercially aware - understands cost implications of variations and programme delays
• Instinctive about information flow - knows who needs to know what, and when they need to know it
• Team player who thrives in fast-paced, collaborative environments
• Experience working on flagship store openings.
• Familiarity with Listed Building applications and Conservation Area requirements
• Knowledge of sprinkler system design and NFPA standards
• Experience with luxury fashion, beauty, or premium lifestyle brands
• Understanding of retail M&E standards (BSRIA, CIBSE guidelines)
• Previous experience in architectural practices, main contractors, or specialist shopfitters
• Hands-on knowledge of the License to Alter process with UK landlords/freeholders

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