Job Description

Position Overview:

The Project Coordinator is responsible for managing the coordination and documentation of projects. This role involves overseeing all phases of the project, from concept development to installation, ensuring that projects are completed on time and to the highest quality standards. The Coordinator serves as the primary point of contact between clients, designers, vendors, and internal teams, facilitating smooth communication and managing expectations throughout the project lifecycle.

Key Responsibilities:

Project Planning & Coordination:

• Develop and manage detailed project schedules and timelines for interior design and exhibition projects.
• Coordinate with clients, design teams, and contractors to ensure project requirements are clearly understood and met.
• Monitor project progress and adjust schedules as needed to ensure timely completion.
• Identify potential project risks or delays and provide solutions to mitigate them.

Client Relationship Management:

• Serve as the primary point of contact for clients, maintaining clear and consistent communication throughout the project.
• Present design concepts, material selections, and project updates to clients, incorporating their feedback into final designs.
• Manage client expectations and address any concerns or changes in project scope.

Design Coordination:

• Collaborate with interior designers, architects, and exhibition designers to ensure that design concepts align with client expectations.
• Assist in the selection of materials, finishes, and furnishings that meet both aesthetic and functional requirements.
• Ensure all designs comply with relevant safety, building, exhibition manuals and other installation standards pre and post project execution.

Vendor & Supplier Management:

• Source and coordinate with suppliers, vendors, and subcontractors for materials, equipment, and services to ensure coordination between projects, designs and quotations.
• Ensure that we are registered as a supplier and contractor to all related clients and organizers portal for registrations
• Submitting Tenders

Coordination:

• Coordinate and Ensure all documentation, submissions, approvals, permits and badges applications are ready according to the event timeline deadlines.
• Responsible for ordering utilities and coordinating with technical team for important information.
• Coordinate with the Production and Logistics team during the project execution.
• Coordinate and oversee the installation of interior elements and exhibition stands on-site, ensuring that designs are executed as planned.
• Liaise with construction teams, event organizers, and on-site technicians to ensure smooth implementation and adherence to project timelines.

Permits & Compliance:

• Coordinate with regulatory bodies to obtain necessary permits for installations, especially for exhibitions in public or commercial spaces.
• Ensure all project activities comply with local building codes, safety standards, and legal requirements.

Documentation & Reporting:

• Maintain Organized folders for all projects and all related documents to be saved always in the server and bitrix
• Maintain detailed records of project plans, communications, budgets, and progress reports.
• Prepare regular status reports for clients outlining project milestones and upcoming tasks.
• Document any changes in scope, materials, or designs and ensure proper sign-offs from clients. Responsible for documenting and finalizing documents and other forms like delivery note, site handover, asset report etc.

Qualifications & Skills:

• Bachelor's degree in Engineering, Architecture, Construction Management, or a related field.
• 2-4 years of experience in project coordination, preferably within the interior fit-out or construction industry.
• Strong organizational and multitasking skills with an eye for detail.
• Excellent communication and interpersonal skills to liaise with multiple stakeholders.
• Proficiency in project management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Knowledge of construction processes and terminology is a plus.
• Ability to work under pressure and manage multiple projects simultaneously.
• Problem-solving and decision-making skills.

Job Type: Full-time

Application Question(s):

• How many years of experience you have in interior fit out industry?

Experience:

• project coordination: 3 years (Required)