Projects and Workplace Services Executive

Introduction

Founded in 1856, our brand is underpinned by our founder’s passion for the outdoors. Thomas Burberry invented the innovative rain-ready fabric gabardine to protect explorers form the elements. In doing so, he created the foundation for the iconic Burberry trench coat, which remains core to the business even today.

Guided by our history of exploration and our shared belief that ‘creativity open spaces’, our purpose is to unlock the power of imagination to push boundaries and open new possibilities for our people, our customers and our communities.

As a value-driven brand, we are committed to creating the next generation of sustainable luxury and believe that diversity, equity and inclusion and essential to fulfilling our purpose. Fostering an inclusive culture where differences are valued and embraced, enables us to be more creative, engaged and make a more meaningful contribution to the world around us.

Responsibilities

Support the Asia Pacific – SEA, AU & NZ Architecture team in project and facilities management, procurement, cost monitoring, and administrative operations. Ensure smooth coordination across SEA, AU & NZ markets and alignment with HQ/UK teams.

Project Management

• To work with Project Manager in the preparation of necessary documents and ballpark estimations before project kick-off to Business Development and Finance team.
• To monitor and issue purchase order to suppliers, contractors and consultants across APAC region SEA, AU & NZ, ensuring timely appointments are made, fees aligned, scheduling of activities, while cross referencing on all cost and support on negotiations.
• To manage and coordinate with suppliers and respective logistic partners for the direct procurement items for projects across APAC region – SEA, AU & NZ.
• Prepare documentation for payment process, forecasting and tracking cash flow to provide clarity to Finance team.
• Work with multiple departments and internal/external stakeholders to support and provide analysis on minor/ reinstatement projects, preparing tender documentations, contract drafting and insurance reviews.
• Submit weekly project progress and completion report.
• To attend weekly project review meetings and maintain awareness of project status and latest HQ guidelines.
• Key person to maintain project database, track schedules and report updates. Work closely with HK and UK team on reporting and review.

Administrative & Budget Management

• Assist with budget preparation, cost monitoring, and ensuring cost aligns with regional market rates.
• Support ad-hoc operation projects and provide guidance to all markets on HQ procedures and best practices.
• Regular meeting with internal stakeholders across different time zones.

Facilities Management & Maintenance

• Oversee all preventive maintenance work orders (including janitorial, HVAS, lighting, fire suppression systems, Health & Safety, elevator, pest control, document storage).
• Manage relationships with third party vendors and supervise contractors’ work to meet deadline, budgets and brand standards.
• Support offices internal space management, planning best allocation and utilization of spaces
• Act as first point of contact for all external/internal stakeholders on all matters related to facilities management.
• Responsible for identifying Health and Safety risks in each location, compile and coordinate reports.
• Contribute to the development and implementation of facilities policies and procedures.

Experience

• At least 3 years of project management experience, preferably within luxury retail or construction.
• Excellent analytical and documentation skills with proven ability to put together an accurate budget and mange construction related costs.
• Familiar with statutory requirements related to construction, office security, health & safety and environmental protection.

Skills

• Proficiency in AutoCAD, Adobe and Microsoft Office, particularly in Excel and PowerPoint.
• Proactive and resourceful attitude with excellent problem solving and strategic planning skills.
• Strong communication and interpersonal skills with the ability to work across multi-cultural teams.
• Ability to adapt to changes and managing priorities when working on multiple tasks.
• Fluent in both written and spoken English
• Travel when necessary (30%)