Job Summary The Project & Admin Executive – Retail will be responsible for coordinating retail projects, managing administrative activities, supporting current store openings, coordinating with internal departments and external vendors, and ensuring the timely completion of assigned projects. The role requires strong coordination, documentation, follow-up, and problem-solving skills to ensure smooth administrative and operational support across retail stores.

Key Responsibilities1. Project Coordination

- Coordinate new store opening activities, renovations, relocations, and store expansion projects.
- Prepare project schedules, track milestones, and ensure timely completion of assigned tasks.
- Coordinate with internal departments, including Retail Operations, HR, Finance, IT, Commercial, and Maintenance.
- Follow up with contractors, vendors, suppliers, and service providers regarding project progress.
- Monitor project-related expenses, quotations, purchase orders, and invoices in coordination with the Finance team.
- Conduct regular site visits to monitor project progress and report delays or issues to management.
- Maintain project trackers and provide regular status updates to management.

1. Administrative Management

- Handle day-to-day administrative activities related to retail stores and the Head Office.
- Coordinate office and store maintenance, repairs, housekeeping, utilities, and other facility-related requirements.
- Maintain administrative records, agreements, licences, bills, and other relevant documents.
- Coordinate the procurement and distribution of office supplies, store assets, equipment, and other administrative requirements.
- Ensure timely renewal and maintenance of applicable licences, registrations,



and statutory documents in coordination with the concerned departments.
- Maintain records of company assets and coordinate asset allocation, transfers, and verification.

1. Vendor and Service Provider Management

- Identify and coordinate with vendors, contractors, and service providers.
- Obtain quotations, compare costs, and submit recommendations for approval.
- Monitor vendor performance, service quality, delivery timelines, and agreed commercial terms.
- Follow up on pending bills, invoices, work completion reports, and payments with the concerned departments.
- Maintain an updated vendor database and supporting documentation.

1. Store Support and Compliance

- Coordinate with Store Managers regarding maintenance, infrastructure, housekeeping, security, and other administrative requirements.
- Ensure that store-related issues are recorded, assigned, and resolved within the agreed timelines.
- Support compliance documentation and coordinate with relevant teams for statutory renewals.
- Conduct periodic store visits to verify administrative standards and identify improvement areas.
- Escalate critical issues and project delays to the reporting manager.

1. Reporting and Documentation

- Prepare and maintain project status reports, administrative trackers, expense statements, and vendor records.
- Track pending tasks and follow up with the responsible teams until closure.




- Maintain proper documentation of project approvals, work orders, quotations, invoices, and completion certificates.
- Prepare periodic MIS reports for management review.
- Ensure accuracy, confidentiality, and timely updating of all records.

Qualifications
- Bachelor's degree in Business Administration, Commerce, Management, or a related field.
- Prior experience in retail administration, project coordination, facilities management, or a similar role is preferred.
- Working knowledge of MS Excel, MS Word, PowerPoint, email communication, and documentation.
- Experience coordinating vendors, contractors, and multiple internal departments is an advantage.

Required Skills
- Strong coordination and follow-up skills.
- Good written and verbal communication.
- Effective time management and multitasking abilities.
- Problem-solving and decision-making skills.
- Attention to detail and documentation accuracy.
- Ability to manage multiple projects and administrative requirements simultaneously.
- Willingness to travel to retail stores and project sites as required.

Key Performance Indicators (KPIs)
- Timely completion of store opening and renovation projects.
- Adherence to approved project budgets and timelines.
- Timely closure of administrative and maintenance requests.
- Vendor service quality and cost-effectiveness.
- Timely renewal of applicable licences and compliance documents.
- Accuracy of project trackers, asset records, and administrative reports.
- Effective coordination and resolution of store-related issues.

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits

- Cell phone reimbursement
- Provident Fund

Work Location: In person

📌 Project Administration Officer (Kochi)
🏢 Max Fashions-MSP Retail Private
📍 Kochi