Project Coordinator - Architect

 1. GENERAL DESCRIPTION

Embrace is currently undertaking the relocation of its offices to a new premises with a total area of approximatively 600 to 650sqm. In order to ensure a professional, functional, and well-organised workspace, the organisation requires dedicated technical support to manage the design, fit-out, and transition process.

To this end, Embrace is seeking to engage an Architect Graduate to serve as Project Coordinator for a period of two (2) to three (3) months. The assignment encompasses designing the office plan, defining the division and use of spaces, identifying and following up with suppliers and contractors, initiating and managing procurement processes, supervising the implementation of the required works on-site, and overseeing the office relocation process to ensure a smooth transition.

The overall objective of this consultancy is to ensure the successful fit-out and relocation of Embrace's offices through professional architectural coordination, effective construction follow-up, and a smooth organisational transition to the new premises.

2. SCOPE OF WORK

Major Responsibilities

Architectural Planning & Space Design

• Conduct a detailed site survey (approximately 600 to 650 sqm).
• Develop accurate architectural floor plans, including zoning, circulation, and space allocation aligned with Embrace's operational needs.
• Define the division and use of spaces across departments and activities, in consultation with management and relevant teams.
• Prepare technical drawings including furniture layout, partitioning, electrical points, data cabling, and signage.
• Present layout options and revise drawings based on feedback from management and relevant stakeholders.
• Ensure designs comply with applicable local building codes and regulations.
• Finalise and hand over a complete approved drawings package to be shared with contractor(s).

Procurement & Supplier Management

• Identify and shortlist qualified suppliers and contractors for fit-out works, furniture, fixtures, fittings, and any other required equipment.
• Initiate Purchase Requests and follow up on procurement process in coordination with the Procurement Coordinator and in line with Embrace's procurement procedures.
• Liaise with suppliers to confirm specifications, negotiate terms where applicable, and ensure timely delivery of goods and services.

Construction Follow-Up & Site Supervision

• Serve as the primary point of contact with fit-out contractor(s) on behalf of Embrace throughout the works.
• Conduct regular site visits to monitor progress, quality of execution, and adherence to approved plans and specifications.
• Identify and flag any deviations from the agreed scope, drawings, or timelines, and propose corrective measures.
• Maintain a construction log and provide regular written progress updates to management.
• Coordinate between contractors, suppliers, and internal teams to ensure works proceed in a logical and efficient sequence.
• Escalate any technical, financial, or timeline issues in a timely manner.

Move Coordination & Transition Support

• Develop and manage a detailed move plan and timeline in coordination with relevant internal teams.
• Coordinate the logistics of the physical move, including IT equipment, furniture, files, archives, and assets.
• Work closely with the IT, finance, and operations teams to ensure all services are operational in the new office from day one.
• Prepare floor-by-floor and room-by-room allocation plans and communicate assignments to all staff in advance.
• Support the organisation and set-up of the new space post-move, including labelling, signage, and minor adjustments.
• Conduct a post-move walkthrough and compile a snagging list for any outstanding items or punch-list works.

3. QUALIFICATIONS

Essential Qualifications

• Bachelor's degree (or equivalent) in Architecture, Interior Design, or a related field.
• Proficiency in architectural software (AutoCAD, ArchiCAD, Revit, or equivalent).
• Solid understanding of construction processes, building norms, space planning principles, and office fit-out works.
• Demonstrated ability to manage or support procurement processes, including preparing ToRs, evaluating offers, and following up with suppliers.Strong organisational and coordination skills with the ability to manage multiple workstreams simultaneously.
• Good written and verbal communication skills in Arabic and English.
• Ability to work independently, take initiative, and deliver under tight timelines.

Desirable

• Previous experience in an office fit-out, refurbishment, or relocation project.
• Familiarity with contractor management and on-site supervision.
• Experience working with NGOs or similar non-profit organisations.
• Knowledge of the local construction and suppliers’ market in Lebanon