Project Manager - ML Projects

About ML Projects

ML Projects is an award-winning executive architecture practice specialising in luxury retail fitouts for the world's most prestigious brands. Based in London, we deliver impeccable execution across Europe for clients including Givenchy, Balmain, New Balance, ON Running, The North Face, Van Cleef & Arpels, and other iconic luxury houses. Our reputation is built on unwavering commitment to design intent, precise budget control, and punctual programme delivery.

The Role

We seek an accomplished Project Manager to join our leadership team, managing multiple high-profile luxury retail projects across our diverse client portfolio. Reporting to the Managing Partner, you will be instrumental in maintaining our position as the preferred delivery partner for luxury brands' most ambitious retail environments.

This role demands senior-level capabilities whilst offering significant growth potential within our expanding practice.

Key Responsibilities

Project Delivery Excellence

• Lead end-to-end project management from RIBA Stage 2 through to practical completion and handover
• Manage multiple concurrent projects across various luxury brand clients, each with unique requirements and standards
• Ensure meticulous adherence to design intent whilst maintaining commercial viability
• Drive programme compliance with zero tolerance for delays affecting store openings
• Oversee project budgets and CAPEX definition ranging from £500K to £5M+, ensuring profitability targets are met

Stakeholder Management

• Support the Managing Partner and Head of Operations in maintaining exemplary client relationships
• Interface with brand executives, store directors, and regional management teams
• Coordinate with landlords, local authorities, and heritage bodies (particularly for listed buildings)
• Lead contractor negotiations and management throughout project lifecycle
• Chair weekly project meetings and prepare comprehensive progress reports

Team Leadership

• Direct management of Project Coordinators, ensuring efficient task delegation and development
• Oversee site teams including Site Managers and quality inspectors
• Coordinate external consultants including MEP, structural, lighting, and acoustic specialists
• Foster collaborative relationships with our in-house design team
• Mentor junior staff in ML Projects' methodologies and standards

Commercial & Contractual Management

• Prepare and negotiate consultant appointments and contractor agreements
• Manage RFI processes, ensuring timely and accurate responses
• Review and approve payment applications and variation orders
• Implement value engineering solutions without compromising design quality
• Ensure comprehensive documentation for all project stages

Quality & Compliance

• Maintain ML Projects' exacting quality standards across all deliverables
• Ensure compliance with UK Building Regulations and European standards
• Manage CDM regulations and H&S requirements
• Oversee BCO submissions and approvals process
• Coordinate listed building consents and conservation area applications where required

Systems & Reporting

• Utilise Smartsheet for project tracking and resource management
• Maintain accurate project documentation within our SharePoint structure
• Provide weekly updates to clients including photographic progress records
• Contribute to monthly board reporting on project performance
• Support financial reporting through Xero integration

Essential Requirements:

Experience

• Minimum 5 years' project management experience in high-end retail, luxury hospitality, or premium commercial fitouts
• Proven track record delivering projects for luxury brands or equivalent tier clients
• Demonstrable experience managing projects from £500K to £5M+ value
• Strong background in managing multiple concurrent projects (typically 4-6 simultaneously)
• Experience with heritage buildings and complex planning constraints

Technical Competencies

• Comprehensive understanding of RIBA work stages and UK construction contracts
• Proficiency in project management software (Smartsheet experience advantageous)
• Understanding of BIM processes and coordination
• Knowledge of UK Building Regulations and CDM requirements
• Familiarity with luxury retail operational requirements and brand standards

Personal Attributes

• Exceptional attention to detail with zero-defect mindset
• Outstanding communication skills for executive-level interaction
• Commercial acumen balancing design excellence with profitability
• Calm under pressure with ability to manage demanding timelines
• Cultural sensitivity for international brand requirements
• Proactive problem-solver with solutions-oriented approach

Preferred Qualifications

• Professional certification (PRINCE2, APM, RICS, or equivalent)
• Experience with specific luxury retail brands
• European project delivery experience
• Second European language (French, Italian, or German particularly valuable)
• Sustainability accreditation (BREEAM, SKA rating knowledge)

What We Offer

• Opportunity to work on flagship projects for world's most prestigious brands
• Collaborate with award-winning design team on innovative retail concepts
• Clear progression pathway within growing practice
• Competitive salary commensurate with experience
• Performance-based bonus structure
• Professional development support
• Central London office location

Position Details

• Full-time permanent position
• On-site role based in our Central London office
• Monday to Friday with flexibility required for project deadlines
• Occasional travel to project sites across UK and Europe

Application Process

Please submit your CV and a cover letter detailing:

• Your experience with luxury or high-end retail projects
• A specific project example demonstrating your ability to balance design excellence with commercial constraints
• Your approach to managing multiple stakeholder expectations
• Why you're attracted to working with luxury brands

We are an equal opportunities employer committed to building a diverse and inclusive team.

ML Projects - Where Design Excellence Meets Flawless Execution