Fit Out Coordinator

Utopia is a forward-thinking global real estate development group dedicated to creating a distinctive portfolio of luxurious and high-end hospitality assets.At Utopia, we're building more than properties — we're crafting extraordinary experiences. Founded in 2023, our in-house architectural firm, Utopia Design, is at the heart of our mission to create a global portfolio of luxurious, high-end hospitality destinations. As part of a growing real estate development group, Utopia Design brings bold vision and innovative thinking to every project we take on.We're a young, ambitious team driven by creativity, excellence, and the belief that great design transforms the way people live, travel, and connect. From concept to completion, we're reimagining what luxury means in today's world — and we're just getting started.If you're passionate about design, architecture, and shaping the future of global hospitality, we invite you to grow with us.RequirementsAbout the roleWe're looking for a Fit-out Coordinator to lead and manage the end-to-end fit-out delivery, from procurement and mobilization through construction, commissioning, and handover, ensuring alignment with quality, schedule, and budget objectives for the refurbishment of a high-end luxury villa in Badalona.The Fit-Out Coordinator is responsible for leading the end-to-end delivery of fit-out and MEP works, ensuring alignment with project quality, schedule, and budget objectives. This role involves defining scopes, coordinating procurement, managing contractors on site, tracking progress and costs, enforcing HSE compliance, and overseeing all construction activities through to commissioning and handover. The role requires close collaboration with design, procurement, and operational teams, with strong emphasis on market research, contract administration, variation control, and quality assurance.ResponsabilitiesConstruction project management:Monitor and enforce site performance: lead progress meetings, track construction milestones, manage labor, trades, logistics, and supply chain flows to maintain efficient sequencingIdentify, manage, and mitigate risks and issues (schedule delays, design clashes, cost overruns, site constraints); propose remediation strategies and escalate when neededLiaise with procurement / supply chain: coordinate material deliveries, validate compliance of delivered goods to specifications, anticipate lead times, and optimize logisticsReport and communicate: prepare regular status reports (progress, financial, risk), present to stakeholders (client, design team, executive management), maintain transparent documentationLead the close-out, commissioning, and handover processes: manage punch lists, defects rectification, warranties, O&M documentation, training, and final client inspectionsTracking progress against the agreed schedule and budget, and flagging risks earlyContract and procurement management:Assist the Project Manager in building overall timeline and scope breakdownDefine and manage scope, briefs, time schedules, key milestones and deliverables for fit-out and MEP subcontractorsResearch of potential contractors, consultants, surveyors and manufacturers, participate in short listing and procurement coordinationOversee contractor on-boarding: review sub-contractor proposals, assist the project manager with the evaluation, communication and bookkeepingPermitting:Secure all permits, approvals, and regulatory consents needed for interior works and MEP installations; coordinate with authorities, consultants, and local agenciesDesign coordination:Oversee design development coordination during fit-out stage: manage shop drawings approval, RFI responses, change orders, and technical submittals (materials, finishes, fixtures, systems)Maintain close coordination with the FFE, interior design, and joinery teams: ensure integration of furnishing, fixtures, equipment, and built-ins without compromising spatial or design logicActing as the main point of contact between the construction site and the wider project team, including the Head of ConstructionEnsuring that construction on site follows approved project plans, drawings, and specificationsQuality control:Perform continuous quality control and inspections on finishes, joinery, MEP installations; ensure workmanship meets design intent, specifications, and contractual standardsMonitoring quality standards and ensuring compliance with local building codes, regulations, and safety practicesConducting regular site inspections and proactively addressing any safety or quality concernsProviding clear and timely updates on project status, and raising issues together with proposed solutionsStepping in for the Head of Construction when needed, including attending meetings and contributing to key decisionsCV RequirementsBachelor's degree in Civil Engineering or Architecture8-12 years of experience in design and construction and at least 6 years of experience in site management / coordination - fit-out and refurbishment projectsFluent in English - C1 minimumFluent in Spanish - B2 minimumAutoCAD knowledgeKnowledge of fit-out materials - drywalls & partitions, floors, waterproofing and acoustic materials, high-end and luxurious finishesBasic MEP knowledge, especially HVAC, power supply, and smart home systemsStrong knowledge of corporate-level CPM tools and instruments such as:Scheduling and time planningPerformance controls and reporting (scope and money trackers; may be part of the home task)Elaborated contract management understanding for a non-lawyerValuation and change managementBasic corporate procurement procedures, tools, and templates knowledgeSome FFE and joinery experienceGood communication and presentation skillsBenefitsDetails of benefits will be shared during the hiring process.