F&B Maintenance and Project Coordinator

Ensuring that clients' needs are met as the project evolves. The Project Coordinator is supporting the architecture team for all their projects, with a key responsibility on shop maintenance.

Project Coordinator responsibilities include working closely with the Project Managers/Architects from the initial phase to the completion of the projects. You will perform various coordinating tasks, like procurement and shipment, along with administrative duties, such as invoicing management and installation documentation. To succeed in this role, you should be very organized and have excellent time management and communication skills, as you'll collaborate with clients, suppliers, and internal teams to deliver results on deadlines.

Responsibilities

Maintenance

• Manage the completion of all Boutique maintenance, ensuring the completion on time and on budget.
• Manage the completion of all Local Market and TR POS maintenance, ensuring the completion on time and on budget.
• Prepare and manage maintenance expense and budgets.
• Manage the maintenance report monthly.
• Review and evaluate all existing maintenance contractors and determine a core group of suppliers by category to be used for on-going work.
• Formalise maintenance contractor agreements and service levels.
• Source new suppliers to meet the high standards required.
• Monitor and update AMC for all boutiques.

Furniture Storage

• Manage CHANEL F&B furniture storage, coordinate with the warehouse company support, the in & out movement of our units.
• Keep the inventory of furniture in the storage always updated.

Procurement

• Oversee the project's procurement.
• Coordinate with VM team to assure VM elements are well ordered and delivered on time.
• Maintain and update the Project database/server/documentation files.

Support Architects

• Issue all appropriate legal paperwork (e.g. contracts, NDS, terms of agreement, etc.).
• Coordinate mini retrofit in collaboration with architects.
• Coordinate Sephora's production, installation, relocation, and closures.
• Assist with schedule management.
• Monitor project progress and update the commercial and VM teams accordingly.
• Update the European Database regularly.

Budget

• Ensure all invoices are received for the budget review on a quarterly basis, and for the year-end closure.
• Manage invoices in a timely manner, scheduling time of reception from suppliers and issue dates to finance.
• Monitor and manage the invoices payments through Basware portal and COUPA.
• Define and monitor the maintenance budget for the retail and wholesale projects.

Requirements

• Proven work experience as a Project Coordinator or similar role.
• Fast thinking and ability to solve problems.
• Excellent communication with all project partners, clients, finance, VM team, architects in charge to raise issues, inform of the progress.
• An ability to prepare and interpret flowcharts, schedules and step-by-step action plans.
• Solid organizational skills, including multitasking and time-management.
• Strong client-facing and teamwork skills.
• Familiarity with risk management and quality assurance control.
• Strong working knowledge of Microsoft Project, Microsoft Planner, and Excel.
• Hands-on experience with project management tools.
• Architecture technical knowledge or background is a plus.