Project Coordinator - Retail Network

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Job description

Reference No 17562
Job Title Project Coordinator - Retail Network
Type Permanent
Salary Range Competitive
Division Residential
Sub Division Group Operations
Department Residential Operations & Strategy ()
Location 55 Baker Street

Knight Frank is looking to hire a Project Coordinator to join the Residential Division and work closely with the Projects Department based in our London Head office.

In this position you will coordinate and oversee a number of retail office refurbishment projects which are being undertaken across our UK network. The role will require collaboration with a range of internal teams and external suppliers to ensure our office refurbishments are well organised and efficient to contribute to a positive outcome.

Responsibilities

Your responsibilities will include:

Coordination of several office refurbishment and relocation projects across the residential retail network of 60 offices (budgets from £50 to £500k).
Providing holistic project coordination - ensure clear roles and responsibilities are agreed at project initiation across the project delivery and stakeholder team, ensuring people understand their responsibilities and commitments associated with these.
Scope - Working with other members of the project team and stakeholders to ensure the scope (In scope and out of scope) is clearly defined, approved at initiation and managed throughout delivery.
Stakeholders - Ensure appropriate stakeholder engagement (Residential teams), encouraging the business to be involved in shaping solutions and remain engaged with projects throughout their lifecycle.
Proactively identify risks, issue, dependencies and assumptions and work to communicate, manage, escalate and mitigate (or accept in certain circumstances) them successfully throughout the project lifecycle.
Specialist engagement - ensure that all projects, as part of initiation, engage with the relevant specialist areas to assure delivery. These include, but are not limited to: Legal, Procurement, IT, HR, Accounts, Marketing, Communications and Data Office.
Work closely with the Surveyor and Architect, who will manage the works, to ensure Scope, Cost and Time changes are managed within tolerance and change control is used to agree those changes beyond tolerance, with robust planning and project management allowing early identification of potential changes.
Planning - construct clear project plans (utilising appropriate project software) allowing easy identification of issues, ensure these are living documents used to support management of the project and to drive timely escalation.
Resource - Assist in managing the projects resource needs, working with the teams to secure these and ensuring early escalation of any additional un-planned demand.
Work with procurement to put in place orders and contracts for specific elements of the refurbishment including furniture, window displays, kitchen equipment. Monitoring supplier's performance against contract (where applicable).
Produce and maintain key documents, such as: Proposals, office plans, forecast costs, images etc.
Organise, contribute or chair project steering meetings.
Provide regular reporting to line manager and stakeholders.
Ensure Project spend is periodically reviewed against business case, to ensure timely identification of any overspend risks and appropriate senior review to confirm validity of ongoing project.
Identify, build, manage and maintain positive working relationships with core stakeholders across the firm.

Professional experience and personal skills profile specific to this role

Proven ability to quickly learn and then apply this knowledge to the project.
Ability to quickly develop credibility and rapport with all stakeholders.
Polished and professional with the ability to adapt written and verbal communication styles to people at all levels and draw out issues and requirements.
Excellent interpersonal skills, able to form good relationships.
Highly organised, systematic and adaptable, with the ability to recognise the relative importance of tasks and to prioritise work effectively.
Excellent attention to detail.
Approach situations and problems positively, showing inherent flexibility and proactivity.
You will have a "hands on" attitude and possess the necessary skills across project disciplines to provide an effective support service to the business.
Excellent knowledge of MS Office applications (inc. MS Visio and MS Project).
Great at proactively identifying and solving problems.
Pragmatic decision making and situation appropriate assertiveness.

Career Experience

3 years+ in a direct project management or coordination role.
5 years+ working in the Project environment.
Experience of managing office refurbishment or facilities projects.
Experience managing the end-to-end delivery of projects.