Careers

The Role:

Reporting to the Head of Deployment, the Project Co-Ordinator provides essential administrative, operational, and compliance support to the account management and deployment teams, ensuring every project runs smoothly from start to finish. This role focuses on managing day-to-day activities such as tracking support tickets through Zendesk, scheduling field teams via Team Haven, and maintaining clear communication between clients, suppliers, and internal stakeholders. With a strong eye for detail and a proactive approach, you’ll oversee maintenance requests, the upkeep, repair, and servicing of retail fixtures and fittings across our store network, and ensure all installations and servicing are delivered on time, on budget, and to client expectations.

Ideal for someone who thrives on organisation and precision, this position is central to driving efficiency, maintaining standards, and supporting exceptional service delivery across our retail network.

Role Responsibilities:

▪ Manage and monitor Zendesk tickets, ensuring queries, incidents, and updates are logged, tracked, and resolved promptly.
▪ Utilise Team Haven to schedule, assign, and track field staff activities for installations and maintenance tasks.
▪ Lease with suppliers, driving and organising Maintenance tickets
▪ Brief installation teams fully and prepare purchase orders as required, working closely with the Account & Project manager / Account Director.
▪ Prepare and circulate daily/weekly project reports, including progress updates, risk logs, and resource utilisation.
▪ Act as a point of contact between the account manager and clients for Maintenance Tickets, project updates and troubleshooting (client contact through Zendesk)
▪ Join weekly client Maintenance calls, taking notes.
▪ Track priority store SLAs and managing Maintenance tickets
▪ Maintain project files, documentation, and installation records in organised systems for easy reference.
▪ Respond to urgent repair requests, ensuring swift resolution by dispatching appropriate resources.
▪ Plan, schedule, and oversee maintenance activities for fixtures, fittings, and equipment across multiple retail locations.
▪ Support the team with procurement administration, stock tracking, and logistics where required.
▪ Support store deployment projects, refreshes and rollouts, coordinating works remotely with contractors and internal teams.
▪ Prepare meeting agendas, status reports, and ensure follow-up actions are completed.
▪ Ensure all deployments comply with agreed client standards, timelines, and budgets.

Competencies Required:

▪ Strong organisational and administrative skills with proven ability to manage multiple tasks simultaneously.
▪ Proficiency in Zendesk (ticket management) and Team Haven (field team scheduling/management).
▪ Excellent written and verbal communication skills; confident liaising with clients, contractors, and internal teams.
▪ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
▪ Ability to work in a fast-paced, deadline-driven environment with a proactive, problem-solving approach.
▪ Strong organisational and time management abilities, with the ability to prioritise tasks effectively.
▪ Detail-oriented with good time-management and prioritisation skills.
▪ Problem-Solving – ability to diagnose and resolve issues quickly, often without being physically present.
▪ Excellent spoken and written English / French

Qualifications:

▪ Administrative or coordination roles within installation, deployment, or retail fit-out environments.
▪ Using Zendesk, Team Haven, or similar service desk/field management platforms.
▪ Project management knowledge or exposure to project management methodologies
▪ Excel
▪ Share point
▪ French speaker / Bilingual

Experience:

▪ 1-3 years of experience in an administrative or support role, (within the retail design, creative, installation or marketing industries a plus)

Personal Attributes:

▪ Results-oriented and client-focused.
▪ Highly organised, proactive, and flexible in approach.
▪ Able to build strong working relationships with suppliers, clients and field teams.
▪ A team player who remains calm under pressure.
▪ Willing to take initiative and ownership of tasks.
▪ Professional, diplomatic, and confident communicator.
▪ Always keen to “go the extra mile” to support successful project delivery.