The posting
Essential Duties/ Responsibilities:
- Ensure the relocation of the office is delivered to the agreed time, cost and quality criteria as aligned to the Management expectations.
- Perform site visits and Quality checks as required for the new premises.
- To secure the physical delivery of the new office and to ensure the new office location has been correctly organized / designed to suit our business needs as per the proposed master plan design plan.
- Analyse office space, coordinate alteration and renovations with the contractors, manage budget and maintain all necessary documentation along with regular reporting to the Management.
- Plan the physical fit out of the new location and the associated IT infrastructure to suit the business requirements.
- To engage with different stakeholders including the building authorities, contractors & in house NEP team leads (Engineering, Warehouse & Office team) to plan and facilitate the office move with least disruption to business.
- Prepare, issue, and analyze a detailed RFP for mover services to facilitate the move.
- Prepare a preliminary move budget, provide status updates on move costs and prepare a timeline / schedule for the physical move
- Communicate with employees to advise them of the moving out schedule.
- Act as liaison between NEP and all vendors. Plan and prepare for preventive and reactive maintenance of the new premises.
- Prepare and finalize the handover of the existing (old) premises to the landlords and complete all the paperwork to terminate the existing lease.
- Any other relevant business task as assigned by reporting-line manager.
Skills and Competencies
- Strong project planning and coordination skills, including the ability to manage scope, schedules, dependencies, risks and competing priorities.
- Experience preparing and monitoring project budgets, tracking commitments and actual costs, and reporting variances and progress clearly to management.
- Ability to coordinate office fit-out, facilities, workplace technology and operational requirements across internal teams and external service providers.
- Clear written and verbal communication skills, with the ability to keep employees and stakeholders informed and resolve issues promptly.
- Good working knowledge of project planning and reporting tools, Microsoft Office and budget tracking; familiarity with project scheduling software is an advantage.
- Strong attention to detail, organization and follow-through, including maintaining project records, approvals, contracts and handover documentation.
- Practical problem-solving skills and sound judgment, with a focus on business continuity, safe working practices and minimal disruption to operations.
Qualifications and Experience
- A bachelor’s degree or equivalent qualification in project management, facilities management, construction, civil engineering, business administration or a related field; equivalent relevant experience will also be considered.
- At least five years of relevant experience in project coordination or management, facilities, construction, workplace fit-out or a similar role.
- Demonstrated experience managing a workplace move, office fit-out or comparable project from planning through delivery and handover.
- Experience coordinating contractors, vendors, internal technical teams and business stakeholders, and managing budgets, schedules and project documentation.
- A recognized project management qualification such as PMP or PRINCE2 is desirable.
- Knowledge of local building, landlord and safety requirements is an advantage; the role should coordinate specialist advice where permits or technical approvals are required.
- Full English Proficiency
