Executive-Retail Projects-Leading Luxury Retail, Mumbai

Job Purpose

• The Project Assistant will support the Projects Manager in planning, coordinating, and monitoring ongoing and upcoming projects for brand across India. The role will involve coordination with vendors, boutique managers, internal teams, and other stakeholders to ensure projects and maintenance activities are executed smoothly and within agreed timelines.
  The role will also support the identification of potential new locations for the expansion of brand across different cities.
  

Key Responsibilities

1. Project Coordination & Execution

• Assist the Projects Manager in coordinating ongoing and upcoming projects for brand.
  
• Support project planning, scheduling, documentation, and follow-up of project-related activities.
  
• Coordinate with internal teams, contractors, consultants, and vendors to ensure timely execution.
  
• Monitor project progress and highlight delays, challenges, or requirements to the Projects Manager.
  
• Assist with site visits, measurements, inspections, and project-related follow-ups.
  
• Maintain proper records of project drawings, quotations, work orders, timelines, and other
  relevant documents.

2. Drawings & Design Coordination

• Develop a basic understanding of architectural, interior, and technical drawings.
  
• Review drawings and layouts to understand project requirements and communicate them
  effectively to relevant vendors and stakeholders.
  
• Coordinate with design teams, contractors, and vendors regarding drawing-related requirements and site execution.
  
• Assist in identifying discrepancies between drawings and actual site conditions and report them to the Projects Manager.
  

3. Vendor Management & Coordination

• Coordinate with existing vendors and contractors for project-related requirements.
  
• Maintain and update vendor details, contact information, scope of work, and relevant records.
  
• Obtain quotations and coordinate with vendors for materials, services, repairs, and project requirements as directed.
  
• Follow up with vendors to ensure timely completion of assigned work.
  
• Assist in identifying and developing new vendors across different cities as required.

4. Boutique Maintenance Coordination

• Maintain a tracker of maintenance requirements received from Boutique Managers.
  
• Coordinate with Boutique Managers and vendors for timely resolution of maintenance issues.
  
• Follow up on pending maintenance jobs and provide regular status updates to the Projects Manager.
  
• Coordinate maintenance activities in the absence of the Projects Manager to ensure continuity of work.
  
• Maintain records of completed and pending maintenance work, including photographs, quotations, invoices, and other relevant documentation.
  
• Identify recurring maintenance issues and bring them to the attention of the Projects Manager.

5. New Location & Expansion Support

• Assist in identifying potential locations for new stores across India.
  
• Coordinate with relevant stakeholders during preliminary site visits and location evaluations.
  
• Collect and maintain information related to prospective locations, including site details,
  photographs, measurements, accessibility, and other relevant information.
  
• Assist the Projects Manager in coordinating site visits and gathering preliminary information for potential expansion locations.
  
• Maintain a database/tracker of potential locations and their current status.
  

6. Travel & Site Visits

• Travel to different cities across India as required for project visits, maintenance coordination, vendor meetings, and potential new locations.
  
• Conduct regular site visits and provide updates to the Projects Manager.
  
• Coordinate with local vendors and boutique teams during site visits.
  

7. Documentation & Reporting

• Maintain project trackers, maintenance trackers, vendor databases, and location databases.
  
• Prepare regular status updates on ongoing projects and pending activities.
  
• Maintain photographs, site reports, quotations, drawings, and other project-related documents in an organised manner.
  
• Ensure timely follow-up on action points assigned by the Projects Manager.
  

Key Skills & Competencies

• Basic understanding of architectural/interior drawings and design concepts.
  
• Strong coordination and follow-up skills.
  
• Good communication and interpersonal skills.
  
• Ability to coordinate with multiple vendors and stakeholders.
  
• Good organisational and time-management skills.
  
• Proficiency in MS Office, particularly Excel and PowerPoint.
  
• Ability to maintain trackers and project documentation.
  
• Attention to detail and ability to identify pending actions.
  
• Willingness and ability to travel across different cities in India.
  
• Ability to work independently when required and escalate issues appropriately.
  
• A proactive approach towards problem-solving and follow-up.