Real Estate Admin and Projects Coordinator

Description du poste:

We are recruiting for a Real Estate Admin and Projects Coordinator to join the team on a 12-month fixed contract.
Please note this role is based in our Head Office, 5 days a week onsite, with regular visits to stores.

Role Mission
This role combines administrative support with hands-on project coordination, ensuring smooth operations across maintenance projects, store development and refurbishments. Working in close partnership with Real Estate team, this position requires strong communication skills, the ability to balance administration tasks with site presence to support project delivery, compliance and reporting.
The position supports HGB's vision to achieve the highest standards in our stores in terms of store appearance and functioning.

Key Responsibilities
Administrative Support

* Process and track purchase orders and invoices, ensuring accurate financial administration in line with company policies, for both F&M and Construction projects.
* Maintain organised records of contracts, supplier documentation, and project files.
* Provide general administrative assistance to the Real Estate department, including scheduling, document preparation, and meeting coordination.
* Assist in new contractors and suppliers set up on financial system

Project Coordination

* Consolidate and assist in the coordination of minor store refurbishments and maintenance projects from planning to completion.
* Liaise with internal stakeholders, consultants, and contractors to ensure smooth communication and timely delivery of tasks.
* Support on-site activities, including snagging inspections, compliance checks, and progress reporting.
* Participate in rectification process of build defects and site handover
* Monitor project timelines and flag risks or delays to the project manager or team
* Contribute to the preparation of project documentation, reports, and presentations
* Attend store visits when needed and report on works requests

Health, Safety & Compliance

* Support the F&M team with Health & Safety documentation and ensure contractor compliance with site requirements
* Assist with the administration of permits, risk assessments, and compliance records
* Actively participate in ensuring that all works meet company standards and legal obligations

Collaboration

* Work closely with the Real Estate team, Store Operations, Visual Merchandising, and external partners to support project delivery
* Act as a reliable point of contact for contractors and suppliers regarding administrative queries and site coordination
* Provide occasional on-site support during out-of-hours works, when required, to ensure project milestones are met

About you
* Experience in administration and/or project coordination, ideally within real estate, construction, or retail environments
* Strong organisational skills with the ability to manage multiple priorities and deadlines
* Confident with financial administration (purchase orders, invoices, budgeting)
* Excellent attention to detail, with strong record-keeping and reporting skills
* Strong communication and interpersonal skills to liaise with diverse stakeholders
* Proficiency in Microsoft Office (Excel, Word, PowerPoint) and project management tools such as MS Project or Planner
* Highly organised, proactive, and adaptable
* Strong sense of responsibility and accountability
* Hands-on and willing to be present on-site as needed to support project activities
* Team player with a collaborative and solution-focused mindset
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