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Published 2023-12-20

Design Project Manager

Type of job: Remote
Country: Germany
City: Munich
Company: Utopia

Description of the offer

We are looking for an experienced Design Project Manager to join our Design team within the real estate development business focusing on Boutique Hospitality Assets.

The Design Project Manager is a key person in making sure that the design team can work effectively by monitoring resources, scope, design deliverables and proposing design schedules in line with projects milestones. They should maintain absolute control in project planning and budget and drive the team to perform at its best, whilst also being the main point of contact for external collaborators / manufacturers managing the exchange of design info (Document Control Log).

Now is the perfect time to get involved in the department’s creation, development, and unlimited growth potential. There is a strong sense of camaraderie and collegiality within our workplace, which is accompanied by very high work morale and a commitment to being the best in our field. Creative thinking, high energy, and strong teamwork define our working culture.


Key responsibilities:

    • Work closely with the Project Manager as well as the Design Director to plan out and monitor the design programme to make sure the design team is focused on upcoming deadlines.
    • Responsible for Document control – monitor and maintain all info released and received from external consultants / collaborators and make sure you direct it to the right person in the team
    • Plan out project phases Vs Resources (preferably on JIRA) based on Project Master Programme.
    • Provide list of deliverables / scope of work (for design team) and responsibility matrix to make sure that there are no blind spots in delivering the design (from concept to practical completion).
    • Put forward external consultants required at every phase and draft scope of work.
    • Work closely with the appointed consultants during all stages of projects to ensure practical, effective and durable designs at indicated budgets interfacing with internal and external Operations Management to ensure timely incorporation of operational requirements within the project design.
    • Monitor the design schedule and progress of work of consultants and other relevant parties
    • Develop methodology to assess actual hours spent on projects to inform current and future project budgets.
    • Work with the Design Director to establish project budget for design projects
    • Approve and track all department costs (OPEX)
    • Ensure correct process is followed across travel & expense systems in the department and provide training if required.
    • Approve relevant department expenses collaborating with department Finance Team to track quarterly spend against budget
    • Work with the Directors to update, monthly, the studio dashboard according to new and active projects, freelance costs and OPEX costs
    • Track the OPEX budget monthly or quarterly and report data on the dashboard
    • Ensure Project Leads are using Forecast to accurately plan resource and use the data to forecast project costs
    • Work with Finance Team on project expenses, invoicing and tracking revenue and fees for the studio.
    • Ensure the Project Leads running projects have access to and understand the design deliverables
    • Be aware of scope creep and track extra hours on projects, report to clients where additional services are required / expected.
    • Organise weekly resource syncs and support Project Leads / Director in their resource strategy – recruitment and requisitions.
    • Monitor team calendar to make sure holidays and site visits are captured across the team
    • Support recruitment and onboarding process (interviews and CV reviews coordinated and conducted by Design Director / Project Leads)
    • Support and encourage the team with organisation of samples, presentation boards and encourage the upkeep of the physical studio and library
    • Work with the Director / Project to maintain and upkeep the UTOPIA portfolio up to date.
    • Maintain and organise MIRO boards for team workshops and client reviews.
    • Assist with press release information and design award entries
    • Work with the Design Director to organise quarterly management / strategy meetings with the project Leads, track tasks and report outcomes and progress
    • Support Project Leads with completing Strategic outcomes for the studio as required
    • Support Project Leads with Studio training programme for the year, which incorporates personal development objectives for line reports.


    • Degree in Interior Design or Architecture or Architectural Studies or related discipline
    • Minimum 10 years relevant experience with proven track record in handling high hotel projects (AMAN etc)
    • Experience and knowledge of: All aspects of Hospitality Interior Design, including space planning, FFE, materials; Typical building regulations, as relates to interior construction; Interior Design processes, including current consultants’ practices, typical scope and abilities; Design Team Structures, including combinations of Concept and Executive Designers
    • Previous experience of managing a creative studio
    • Knowledge of RIBA stages
    • Some project accounting or project invoicing knowledge
    • The ability to work well independently, proactively, and efficiently
    • Strong attention to detail
    • A proven track record of being highly organised
    • The ability to work under pressure with a collaborative working style
    • The drive and ambition to work within a highly contemporary, dynamic and creative real estate business


Salary and benefits are competitive and based on candidate experience.

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