Project Manager Assistant

About The Company

Utopia is a forward-thinking global real estate development group dedicated to creating a distinctive portfolio of luxurious and high-end hospitality assets.

At Utopia, we’re building more than properties — we’re crafting extraordinary experiences. Founded in 2023, our in-house architectural firm, Utopia Design, is at the heart of our mission to create a global portfolio of luxurious, high-end hospitality destinations. As part of a growing real estate development group, Utopia Design brings bold vision and innovative thinking to every project we take on.

We’re a young, ambitious team driven by creativity, excellence, and the belief that great design transforms the way people live, travel, and connect. From concept to completion, we’re reimagining what luxury means in today’s world — and we’re just getting started.

If you're passionate about design, architecture, and shaping the future of global hospitality, we invite you to grow with us.

About The Role

We are looking for an Assistant Project Manager with an architectural or civil engineering background to support the delivery of several high-end real estate developments.

The role is ideal for an organized and punctual project management professional who is detail-oriented and proactive. Reporting to the Design Manager, you will provide daily administrative and coordination support to both the Design Manager and Construction Project Manager. You will work closely with internal stakeholders, including our in-house design team of architects, engineers, and consultants, while also liaising with external contractors and suppliers.

Responsibilities

• Meetings Coordination: Schedule and coordinate internal and external meetings, prepare agendas, and distribute meeting minutes
• Documentation: Assist in the preparation of key project documentation including Guidelines, Corporate Manuals, and Design Briefs
• Time Planning and Task Tracking: Monitor project schedules, follow up on deadlines, update task trackers, and issue timely reminders to ensure progress and accountability
• Document Control: Manage the internal file server and document management platform (Trimble Connect); ensure proper organization, tracking, and storage of submittals and correspondence from external parties; oversee the approval and issue process for construction documentation
• Procurement Support: Facilitate communication across procurement channels, assist with preparation of procurement briefs, reports, and spreadsheets; maintain proper record keeping of procurement-related documents and correspondence
• Administrative Support: Oversee the administration of software licenses and equipment for the design department; coordinate access rights and manage general administrative support tasks
  
  

CV Requirements

• Fluency in English, both written and verbal
• A degree in Project Management, Architecture, Civil Engineering, or a related discipline
• Proficiency in MS Office, Google Suite, Miro
• Experience with Atlassian Suite
• Familiarity with core project management principles
• Proven ability to work effectively in a remote, home-office environment
• Highly organized, process-driven, and detail-oriented
• Self-motivated with a proactive mindset and strong sense of accountability
• Comfortable working independently and adapting to evolving project requirements in a fast-paced environment
  
  

Nice to Have

• Proficiency in additional languages (Spanish or Russian)
• Working knowledge of design software such as AutoCAD, Revit, or Navisworks