Assistant Project Manager

About the role

We are looking for an experienced and highly organized Assistant Project Manager to support the delivery of retail store development and fit-out projects, primarily within shopping malls. The ideal candidate will have hands-on experience in retail construction, store openings, and project coordination, working closely with landlords, contractors, vendors, consultants, and internal stakeholders.

This role requires a proactive, detail-oriented, and well-structured professional with strong project administration and documentation skills. The successful candidate will be responsible for supporting multiple projects simultaneously, ensuring timely execution, quality delivery, and compliance with company and landlord requirements in a fast-paced retail environment.

Key Responsibilites
Project Coordination & Execution

• Assist the Project Manager in managing retail store construction and fit-out projects from design development through completion, handover, and store opening.

• Coordinate with landlords, mall management, contractors, vendors, consultants, and internal stakeholders to ensure smooth project execution.

• Monitor project progress against approved schedules, milestones, and deadlines.

• Follow up proactively on pending actions, approvals, submissions, procurement activities, and site works to ensure projects remain on track.

• Support the Project Manager in identifying project risks, delays, and issues and coordinate corrective actions.

Site Management & Construction Coordination

• Attend site meetings and coordinate with contractors, vendors, and suppliers regarding project requirements and timelines.

• Monitor site activities to ensure work is executed according to approved drawings, specifications, quality standards, and project schedules.

• Track construction progress and follow up on defect rectification and outstanding work items.

• Support store handover, snagging inspections, close-out activities, and post-opening issues when required.

Design & Documentation Support

• Assist in reviewing drawings, shop drawings, technical specifications, material submissions, samples, and quotations.

• Coordinate design information and revisions between designers, consultants, contractors, and internal teams.

• Ensure all project documentation is accurate, updated, and properly maintained throughout the project lifecycle.

Project Administration & Reporting

• Maintain project trackers, schedules, reports, meeting minutes, and status updates.

• Organize and manage project records, including:

  • Drawings and revisions

  • Quotations and purchase orders

  • Site reports and meeting minutes

  • Material and sample approvals

  • Vendor and contractor information

  • Project schedules and trackers

  • Handover and close-out documentation

• Prepare project updates and administrative reports for management review.

Procurement & Vendor Coordination

• Coordinate material procurement and delivery schedules to align with construction timelines.

• Work closely with vendors, suppliers, and contractors to ensure timely delivery of materials and shopfitting items.

• Follow up on quotations, purchase orders, approvals, and project-related documentation.

Qualifications

Education

• Bachelor's Degree in Architecture, Civil Engineering, Interior Design, Construction Management, Project Management, or related field.

Experience

• Minimum 5 years of experience in retail construction, store development, fit-out, or project management.

• Strong experience delivering retail stores, preferably fashion brands and shopping mall locations.

• Experience managing multiple projects simultaneously within a fast-paced retail environment.

• Good understanding of landlord requirements, mall regulations, authority submissions, and retail fit-out processes.

Skills & Competencies

• Strong project coordination and stakeholder management skills.

• Excellent organizational and documentation skills with high attention to detail.

• Strong follow-up and problem-solving abilities.

• Ability to manage multiple priorities and deadlines effectively.

• Proficient in Microsoft Office Suite, particularly Excel, Word, PowerPoint, and Outlook.

• Good communication skills in both written and spoken English and Bahasa Indonesia.

• Willing to travel to project sites as required.