Project Management Coordinator

Project Coordinator Job Description

ML Projects is a leading architectural project management practice based in London, specializing exclusively in high-end, luxury retail fit-outs. We are passionate about creating exceptional retail experiences for our discerning clients, and we pride ourselves on our collaborative, fast-paced, and high-quality focused work environment. We are currently seeking a highly motivated and detail-oriented Project Coordinator to join our team and contribute to the successful delivery of our prestigious projects.

About ML Projects:

ML Projects is a dynamic and growing firm renowned for its expertise in luxury retail design and project management. We work with some of the world\’s most prestigious brands, delivering innovative and visually stunning retail spaces. Our commitment to excellence and client satisfaction has earned us a reputation as a trusted partner in the luxury retail sector. We foster a collaborative and supportive culture where every team member plays a vital role in our success.

About the Role:

At ML Projects, the Project Coordinator is the crucial link that ensures seamless information flow and process efficiency. You will be the champion of our processes, understanding the precious nature of effective and well-timed communication. You will be the conduit through which all project information passes, ensuring key touch points are captured, distributed, and acknowledged. While project managers and other stakeholders are immersed in the details, you’ll be orchestrating communication and ensuring everyone is on the same page.

Every interaction generates action points and updates, and your role is to ensure every piece of relevant information reaches the necessary audience. You will instinctively manage, maintain, and question the integrity of the systems we use to achieve this.

You will have a strong understanding of the luxury retail environment and the RIBA stages (0-7) within which ML Projects and our clients operate. This knowledge will enable you to provide invaluable administrative support to our Project Managers in areas such as planning and compliance, procurement, and CAPEX management.

Day-to-Day Responsibilities:

Your week will begin with an overview of upcoming meetings and team locations, enabling you to ensure timely delivery of expected outputs. You will then check in with each project, verifying that all tracking sheets accurately reflect project status and health, and following up as needed.

Your tasks, many assigned by Project Managers, will be diverse and challenging. These could include managing the Building Control process, onboarding consultants, managing plan reviews and final inspections, and managing suppliers in line with project budgets.

Responsibilities:

• Manage and maintain project information flow, ensuring accuracy and accessibility.
• Coordinate communication between clients, internal teams, contractors, and suppliers.
• Champion and maintain the integrity of project management systems and data.
• Support Project Managers with administrative tasks related to planning, compliance, procurement, and CAPEX management.
• Track project budgets and schedules, identifying potential risks and proactively implementing solutions.
• Prepare project reports and presentations.
• Assist with site visits and progress monitoring.
• Manage the Build Control process, consultant onboarding, and supplier management.

Required Skills:

• Proficiency in project management software (e.g., MS Project or Smartsheet).
• Exceptional communication (written and verbal) and interpersonal skills.
• Impeccable organizational and time-management abilities.
• Meticulous attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Problem-solving skills and a proactive approach.
• Understanding of the luxury retail environment and RIBA stages.

Desired Experience:

• Minimum of 2 years of experience in project coordination or administration, preferably within the construction, architecture, or interior design industry.
• Experience working on luxury retail projects is highly desirable.
• Familiarity with the UK construction market.

Career Progression:

At ML Projects, the Project Coordinator role offers a natural and well-established path to Project Manager for those who aspire to a key decision-making role with accountability for program, budget, and quality of finish.

Company Culture:

We are a collaborative, fast-paced, and high-quality focused organization. We value teamwork, innovation, and a strong work ethic. We are committed to providing our employees with opportunities for professional growth and development.

Compensation and Benefits:

We offer a competitive salary and benefits package commensurate with experience.

To Apply:

Please submit your CV and cover letter to jobs@ml-projects.uk

ML Projects is an equal opportunity employer and values diversity. We encourage applications from all qualified candidates.