Projects Coordinator

About Us

The Design Gallery is East Africa's premier destination for luxury interior design, representing an exclusive portfolio of premium European brands. We inspire extraordinary living by turning imagination into beautifully crafted spaces and unforgettable experiences.

About the Role

We are looking for a Projects Coordinator to build and lead a dedicated Operations function, taking full ownership of project execution from sale close through to final handover. You will separate delivery from sales, owning supplier coordination, logistics, installation, client communication, and issue resolution, and building the team, processes, and external relationships needed to run the function end to end.

Key Responsibilities

• Define and document the handover process between Sales and Operations, and the operating procedures, quality controls, and SOPs that govern how projects are delivered

• Own all client communication on project progress from handover to completion, flagging delays early with a recommended solution

• Allocate resources, set milestones, and track performance across active projects to keep delivery on schedule

• Oversee installation delivery through the Head of Installations, resolving on-site issues and holding handover standards

• Coordinate suppliers end to end, from placing orders and verifying documentation to negotiating cost, service, and reliability terms

• Manage logistics, freight, customs clearance, and inventory availability across the full project cycle

• Manage project variations, ensuring changes are correctly specified, costed, documented, and approved before action

• Track supplier spend against approved project budgets, flag variances, and identify cost savings across logistics, freight, and procurement

• Review and authorise supplier documentation and payment requests before submission to Finance

• Own the standard of company facilities, directing the Head of Installations on maintenance and scoping CAPEX recommendations for approval

• Oversee occupational health and safety compliance across all workspaces, ensuring inspections are carried out and statutory obligations are met

• Build risk, business continuity, and incident response frameworks to protect delivery against operational disruption

• Define the team structure and resource plan, identifying priority hires and the business case for each

What We're Looking For

• 5 to 7 years in project management, operations management, or supply chain and logistics

• Experience within interiors, construction, FMCG, or a comparable project-based or import-heavy sector will be an advantage

• Proven track record of building or scaling an operational team and function, including process design

• Demonstrated experience managing supplier relationships, import and freight processes, FCL and LCL shipments, documentation, and customs clearance

• Experience as the primary client-facing contact through a delivery or execution cycle

• Experience managing multiple field-based operations

• Financial literacy sufficient to manage supplier documentation, payments, variation costings, and budget tracking

• Hands-on experience with project management and collaboration tools such as Click Up or equivalent

• Working knowledge of occupational health and safety requirements in a workplace setting

• Relevant professional qualifications such as PMP, PRINCE2, or CIPS are an advantage

OUR CULTURE: FUSE

At The Design Gallery, we live by one mantra: when we Figure It Out and Evo-Create with Synergy, we are Unstoppable. That is FUSE, and it shapes how we work:

F - Figure It Out; We bring Creativity, Grit, Ownership and Passion in our work.

U - Unstoppable; We are Visionary, Bold, Adaptable and driven by boundless energy to deliver.

S - Synergy; We win through Teamwork, Communication, Empathy, and Loyalty.

E - Evo-Creative; We stay adaptable, dynamic and progressive, leading in our field through thought-leadership.