Project Development Coordinator

This person serves as the primary liaison for architectural & design services for the Company across all operational regions. This role involves project planning, design coordination, tendering, construction management, & site administration.

Position:          Project Development Coordinator                                                                 

Reporting Relationship:This position reports directly to the Head of Properties or designate.

Summary:                       The Project Development Coordinator serves as the primary liaison for architectural and designservices for Prestige Holdings Limited (PHL) across all operational regions. This roleinvolves project planning, design coordination, tendering, construction management, and siteadministration to ensure projects meet brand standards and budgetary and timeline requirements.

DUTIES AND RESPONSIBILITIES

1. Pre-Design Works

• Store Type Determination:
• Identify and analyze restrictions related to leased stores.
• Review existing design, furniture, fixtures and finishes.
• Consult with facilities, services, operations and equipment managers to determine the scope of the project.
• Consult with international brand representatives as needed.
• Scope Definition:
• Identify responsibilities for PHL and landlords in project execution.
• Background Information Collection:
• Initiate discussions with relevant authorities (e.g., TCPD) to establish design guidelines.
• Assess site services availability and liaise with MEP consultants to evaluate upgrade requirements and potential costs.
• Arrange surveys for existing shells or analyze available site drawings.
• Project Budget Development:
• Collaborate with the PHL team to establish and finalize project budgets.
• Preliminary Scheduling:
• Develop high-level project timelines and milestones.
• Stakeholder Meetings:
• Facilitate meetings with internal and external stakeholders, including brand representatives, landlords, and consultants.

2. Design and Planning

• Prepare and submit brand-specific design approval packages.
• Develop and refine conceptual layouts, elevations, and architectural designs based on stakeholder feedback.
• Submit outline approval applications to local authorities as needed.
• Conduct brand conference calls to ensure design compliance and alignment.
• Source materials, finishes, and systems, and ensure alignment with budget allowances.
• Identify and manage procurement of long-lead items in consultation with PHL and brand representatives.
• Collaborate with suppliers to obtain quotes and samples, ensuring compatibility with design requirements.

3. Construction Documentation

• Prepare comprehensive construction drawings, schedules, and tender documents.
• Coordinate with team members and consultants to ensure all project documentation is accurate and complete.
• Update designs and documents as per client or brand feedback.

4. Tender Management

• Pre-Tender Activities:
• Work with PHL to finalize a list of approved contractors.
• Develop tender packages, contracts, and final cost estimates.
• Tender Issuance and Review:
• Coordinate the distribution of tender documents through the Tender Committee.
• Facilitate site visits for contractors and subcontractors.
• Tender Review and Approval:
• Evaluate submissions and provide recommendations to the Tender Committee.
• Participate in review meetings and finalize contractor selection.

5. Construction Preparations

• Ensure all contracts are signed or Purchase Orders are issued before commencement of works.
• Coordinate pre-construction meetings with project teams, brand representatives, and contractors.
• Review project documentation for completeness and readiness for execution.

6. Site Administration

• Conduct regular site visits to monitor progress and compliance with design specifications.
• Organize and lead weekly or bi-weekly site meetings, documenting and distributing meeting notes.
• Issue and track site instructions; manage and obtain approvals for variations.
• Ensure timely processing of purchase orders.
• Track project costs and reconcile final accounts with contractors.
• Obtain brand approval for store openings and provide photographic documentation.

7. Reporting and Documentation

• Maintain a detailed project directory, including site details, team contacts, project costs, material specifications, and approvals.
• Develop comprehensive project budgets.
• Prepare opening images, reports, and other documentation for brand and client review.

QUALIFICATIONS AND EXPERIENCE

EDUCATION AND/OR EXPERIENCE:

• Bachelor’s degree in Architecture, Construction Management, or a related field.
• Minimum of 5 years of experience in project management or architectural coordination.
• Proficiency in AutoCAD, Revit, or similar design software is an asset.
• Reliable working vehicle and the ability to travel frequently to various sites.

COMPETENCIES:

• Strong understanding of architectural design and construction processes.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Exceptional communication and coordination skills to work with diverse stakeholders.
• Proficient in project budgeting, cost management, and tendering procedures.
• Skilled in using design and project management software.
• Strong problem-solving skills and attention to detail.