Fit-out 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.

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.

Responsabilities:

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

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.

 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

CV requirements:

• Bachelor's degree in Civil Engineering or Architecture
• 8–12 years of experience in design and construction and at least 6 years of experience in site management / coordination - fit-out and refurbishment projects
• Fluent in English – C1 minimum
• Fluent in Spanish – B2 minimum
• AutoCAD knowledge
• Knowledge of fit-out materials – drywalls & partitions, floors, waterproofing and acoustic materials, high-end and luxurious finishes
• Basic MEP knowledge, especially HVAC, power supply, and smart home systems
• Strong knowledge of corporate-level CPM tools and instruments such as:
• Scheduling and time planning
• Performance controls and reporting (scope and money trackers; may be part of the home task)
• Elaborated contract management understanding for a non-lawyer
• Valuation and change management
• Basic corporate procurement procedures, tools, and templates knowledge
• Some FFE and joinery experience
• Good communication and presentation skills