Site Coordinator

About the company

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.

About the role

We'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.

In this role, you'll be the key link between our remote design and project teams and the day-to-day progress on site. You'll be responsible for ensuring that construction meets our high standards of quality, follows agreed plans and specifications, and stays within time and budget constraints.

Contract and procurement management:

• Assist the Project Manager in building overall timeline and scope breakdown.
• Define and manage scope, briefs, time schedules, key milestones and deliverables for fit-out and MEP subcontractors.
• Research of potential contractors, consultants, surveyors and manufacturers, participate in short listing and procurement coordination.
• Oversee contractor on-boarding: review sub-contractor proposals, assist the project manager with the evaluation, communication and bookkeeping.

Construction project management:

• Monitor and enforce site performance: lead progress meetings, track construction milestones, manage labor, trades, logistics, and supply chain flows to maintain efficient sequencing.
• Identify, manage, and mitigate risks and issues (schedule delays, design clashes, cost overruns, site constraints); propose remediation strategies and escalate when needed.
• Liaise with procurement / supply chain: coordinate material deliveries, validate compliance of delivered goods to specifications, anticipate lead times, and optimize logistics.
• Report and communicate: prepare regular status reports (progress, financial, risk), present to stakeholders (client, design team, executive management), maintain transparent documentation.
• Lead the close-out, commissioning, and handover processes: manage punch lists, defects rectification, warranties, O&M documentation, training, and final client inspections.
• Tracking progress against the agreed schedule and budget, and flagging risks early

Permitting:

• Secure all permits, approvals, and regulatory consents needed for interior works and MEP installations; coordinate with authorities, consultants, and local agencies.

Design 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 logic.
• Acting as the main point of contact between the construction site and the wider project team, including the Head of Construction.
• Ensuring that construction on site follows approved project plans, drawings, and specifications

Quality control:

• Perform continuous quality control and inspections on finishes, joinery, MEP installations; ensure workmanship meets design intent, specifications, and contractual standards.
• Monitoring quality standards and ensuring compliance with local building codes, regulations, and safety practices
• Conducting regular site inspections and proactively addressing any safety or quality concerns
• Providing clear and timely updates on project status, and raising issues together with proposed solutions
• Stepping in for the Head of Construction when needed, including attending meetings and contributing to key decisions
• Supporting other project sites with construction oversight, with occasional travel to the Middle East and Africa

Responsabilities

• Site Mastery
• Oversee all on-site activities, ensuring full compliance with local building codes, safety regulations, and environmental standards.
• Strategic Planning
• Collaborate closely with the Project Manager and Head of Construction to execute the construction plan, manage schedules, allocate resources, and oversee material procurement.
• Quality Excellence
• Maintain high standards of quality control, ensuring that all work reflects the level of detail and craftsmanship defined in the design.
• Budget Stewardship
• Monitor construction expenses at site level to ensure alignment with the approved budget, identifying cost-effective solutions without compromising on quality.
• Team Leadership
• Coordinate subcontractors, skilled labor, and on-site teams to maintain steady workflow, proactively address challenges, and foster a collaborative environment.
• Thorough Documentation
• Maintain accurate records of site activities, progress reports, and conditions, and communicate clear, regular updates to the management team.

CV requirements

• Education

• Bachelor's degree in Civil Engineering or Architecture

• Post-graduate studies in Construction Management or related fields

• Experience

• Minimum of 10 years in construction site roles (e.g. Inspector, Project Engineer, Field Engineer, Site Supervisor, Assistant Project Manager, Construction Manager, Superintendent)

• Minimum of 6 years as a Field Engineer working on luxury villa or high-end residential or hospitality projects
• Must have completed at least three full projects from start to finish in Spain (touristic regions preferred)
• Proven track record in luxury villa or high-end residential construction
• Technical Skills
• Proficiency in construction software and tools such as AutoCAD, Revit, MS Project, and other relevant applications
• Local Expertise
• Strong knowledge of local building codes, regulations, and construction practices essential to successful delivery
• Language Proficiency
• Fluency in English and native Spanish required for communication with our London-based management team and site teams
• Problem-Solving Prowess
• Ability to provide clear examples of resolving technical or logistical challenges during past construction projects

Notice: This is a remote position based in Spain.