Projects Coordinator

About Us

The Design Gallery is East Africas premier destination for luxury interior design representing an exclusive portfolio of premium European brands.

JOB PURPOSE
To establish and lead a dedicated Operations function that takes full ownership of project execution and delivery from the point of sale close through to final project handover. This role exists to separate sales from delivery removing the bottleneck created by sales staff managing projects as scale and complexity continue to grow. As the single point of accountability for execution this role owns supplier coordination logistics installation client communication and issue resolution building the team processes and external relationships required to run the function end to end and deliver every project on time per specification and to the standards a luxury brand demands.

KEY RESPONSIBILITIES

1. Architecting the Function (Immediate Priorities)

Work with Sales leadership to define and document a clear handover process and transition policy between Sales and Operations for every closed deal.

Define document and embed the operating processes policies and quality controls that govern how projects are executed and delivered.

Build and enforce Standard Operating Procedures (SOPs) to ensure consistency across all projects while continuously improving operational workflows.

Identify process inefficiencies and bottlenecks recommending automation restructuring or outsourcing where it improves delivery.

Oversee the integration of technology and systems that streamline operations and reporting.

Define and document the team structure and undertake resource plans identifying priority hires and the business case for each.

Take ownership of key external relationships and contacts including shipping lines clearing agents and supplier contacts to enable direct oversight over logistics and sourcing.

2. Client Delivery and Communication

Own all client communication on project progress from handover through to completion.

Oversee installation delivery through the Head of Installations ensuring on-site issues are resolved and handover standards are met.

Proactively alert the Sales team and the client of any delays or challenges across the delivery cycle with a recommended solution.

Allocate resources set milestones and track performance metrics across active projects to keep delivery on schedule.

3. Supplier Coordination Logistics and Procurement

Coordinate internally and externally with suppliers including placing orders and verifying supplier documentation and financials.

Oversee logistics loading and delivery processes across the full project cycle.

Oversee inventory and material availability across projects ensuring the right items are sourced and on hand to protect delivery timelines.

Identify and negotiate with vendors service providers and logistics partners to improve cost service and reliability.

Manage project variations end to end ensuring changes are correctly specified costed documented and approved before action.

Coordinate with the Design team on specification and installation delivery to ensure the final result matches the approved design.

4. Financial and Documentation Discipline

Maintain financial and documentation discipline across all post-sale supplier and logistics activity.

Review and authorize supplier documentation and payment requests ensuring accuracy and completeness before submission to Finance for processing.

Ensure variation costings and project records are accurate authorized and fully documented.

5. Budgeting and Cost Control

Manage the project delivery budget and track supplier spending against approved project budgets flagging variances as they arise.

Identify cost-saving opportunities across logistics freight and procurement without compromising on quality or delivery timelines.

Work with Finance to analyze delivery-related costs and support accurate cost reporting for the function.

6. Facilities and Asset Oversight

Own the standard of company facilities including showroom and workspaces directing the Head of Installations on day-to-day maintenance and upkeep.

Set maintenance standards holding the Head of Installations accountable for their execution and prompt reporting of issues.

Oversee health safety and environmental (HSE) compliance of workspaces ensuring inspections are carried out gaps are addressed and statutory obligations are met.

Scope capital expenditure (CAPEX) requirements such as renovations and equipment purchase disposal or replacement preparing recommendations for managements approval

7. Compliance Risk and Safety Management

Ensure all operational processes comply with local and international regulatory requirements.

Develop and implement risk management frameworks including contingency plans for operational disruptions.

Oversee safety programs incident response plans and disaster recovery strategies to minimize risk to the business.

Ensure company operations adhere to occupational health and safety standards in all locations.

Develop and enforce business continuity and crisis management plans.

QUALIFICATIONS & EXPERIENCE

Academic

Bachelors degree in Business Administration Supply Chain Management Operations Management Logistics or any related field.

Professional

Project management or supply chain certification (e.g. PMP PRINCE2 CIPS) will be an advantage.

Hands-on experience with project management and collaboration tools such as Click Up or equivalent software used for task tracking workflow coordination and reporting.

Strong knowledge of operational planning and resource allocation.

Experience

5 to 7 years of experience in project management operations management or supply chain and logistics ideally within interiors construction FMCG or a similar project-based or import-heavy industry.

Demonstrated experience managing supplier relationships logistics and import and freight processes including FCL and LCL shipments documentation and customs clearance.

Proven track record of building or scaling an operational team and function including process design.

Experience as the primary client-facing contact through a delivery or execution cycle.

Experience managing multiple field-based operations.

Technical Competencies

Supplier and logistics coordination including international freight and customs processes.

Project scheduling variation management and budget tracking.

Financial literacy sufficient to manage supplier documentation payments and variation costings.

Project management software proficiency.

Working knowledge of international trade and import documentation.

KEY COMPETENCIES AND SKILLS

Operational Leadership: Builds structure processes and teams from the ground up and runs them to a consistent standard.

Single Point of Accountability: Takes full ownership of post-sale delivery and holds the line on quality and timelines.

Stakeholder Manager: Credible as the primary client-facing contact through delivery and a reliable partner to Sales.

Builder Mindset: Comfortable establishing a new function documenting workflows and optimising as the business scales.

Organized and Delivery-Focused: Manages multiple concurrent projects meets deadlines and holds the team to the same standard.

Integrity and Discretion: Handles supplier financial and client information with professionalism and confidentiality.