Assistant Project manager - Construction

Company: Utopia Design

About The Company
Utopia is an ultra-luxury hospitality and lifestyle brand creating a global ecosystem of properties and experiences.
We develop private villa retreats in beautiful locations around the world, each with high-end service. Utopia also offers a wider ecosystem of leisure experiences and services available both to those staying on property and to external visitors.
Utopia designs and builds its properties in-house. Our team works across the full journey: from concept and architecture to construction, interiors, landscape, guest experience, and long-term operation. For architects and designers, this means working on properties from the ground up, with the ability to influence how each place is planned, built, and experienced. For hospitality professionals, it means joining a brand where service is personal, attentive, and built around each guest’s stay.
We’re a young, ambitious team with high standards and a hands-on approach. We value strong ideas, practical thinking, attention to detail, and people who are ready to take responsibility for their part of the work. If you’re interested in architecture, design, hospitality, or guest experience, we invite you to grow with Utopia.
About The Role
We're looking for an Assistant Project Manager to support the delivery of high-end real estate developments from within our in-house design and construction team. Reporting to the Head of Design, you'll provide coordination and administrative backbone across both design and construction tracks — keeping documentation tight, deadlines visible, and stakeholders aligned.
Responsibilities
* Coordinate internal and external meetings: schedule, prepare agendas, and distribute accurate minutes
* Maintain project schedules and task trackers, proactively follow up on deadlines to keep delivery on track
* Manage document control across the internal file server and Trimble Connect — ensuring submittals, correspondence, and construction documentation are properly organized and processed
* Support preparation of key project documentation including design briefs, guidelines, and corporate manuals
* Facilitate procurement coordination: assist with briefs, reports, and spreadsheets; maintain complete records of procurement correspondence
* Oversee software license administration and equipment coordination for the design department
Requirements
* Degree in Project Management, Architecture, Civil Engineering, or related discipline
* Fluent English, written and spoken
* Proficiency in MS Office, Google Suite, and Miro
* Experience with Atlassian Suite (Jira, Confluence)
* Solid understanding of core project management principles
* Proven ability to deliver in a remote, self-managed environment
* Highly organized, detail-oriented, and proactive
Nice to Have
* Spanish or Russian language skills
* Working knowledge of AutoCAD, Revit, or Navisworks
* Prior experience with Trimble Connect or similar document control platforms
What We Offer
* Global project exposure — collaborate on luxury hospitality projects across Europe, Africa, and Latin America.
* A truly international team — collaborate across cultures, disciplines, and time zones with people bringing diverse perspectives and expertise.
* Growth opportunities — as we scale rapidly, we create new opportunities internally and support team members in expanding their scope and responsibilities.
* Flexible formats of collaboration — on this role we offer remote collaboration
* High standards of execution — join projects where craftsmanship, quality, and attention to detail are central priorities.
By submitting this application, I agree that my personal data will be collected, processed, and retained by the company solely for the purposes of managing and assessing my candidacy.

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