Project Officer

Brief role description: This role plays a pivotal part in supporting the Executive team to deliver a seamless office relocation, ensuring strategic objectives are achieved efficiently and with minimal disruption . The role’s primary purpose is to lead and coordinate the successful delivery of the office relocation project, ensuring effective governance, risk management, and stakeholder engagement. Lead and manage the end-to-end office relocation project, collaborating with the Senior Leadership Team, Executive Support, contractors, and suppliers to ensure timely delivery and minimal business disruption. Monitor and Report - to coordinate and track project deliverables, risks, and governance. Acting as the central reference point, this role ensures project milestones, vendor agreements, and internal workstream progress (e.g., IT setup, facilities, change management) are logged, monitored, and reported. This includes tracking key deadlines, signposting guidance, and flagging risks or missed targets. Stakeholder alignment - to manage stakeholder communications and operational change. Serving as the primary central contact for all office move enquiries and vendor updates, and staff communications, this role ensures all internal departments have clear line of sight on move logistics and operational dependencies. Compliance Partnership - Provide support to the Business Support Manager and Executive Assistant regarding insurance, health and safety compliance, and landlord communications throughout the transition period.

Main responsibilities

• Planning, leading, and delivering the office relocation.
• Liaising with vendors, movers, partners, landlords, and legal advisers to ensure the fit-out and move are cost-effective and on schedule.
• Maintaining project budgets, schedules, tracking logs, and documentation to ensure the project is delivered in the timeframe required with accurate reporting and records.
• Overseeing logistics, space planning, desk allocations, floor plans, and move-day support for staff.
• Coordinating administrative office setups (including interim supplies, access passes, utility setups, and facilities services).
• Central tracking of project risks, milestones, dependencies, and executive reporting.
• Drive clear communication, managing internal change updates and stakeholder engagement to maintain visibility and confidence across all departments.

Desirable experience requirements

• Experience working within a project management or business administration capacity with relevant project / change management experience.
• Demonstrable experience in managing office moves, fit-out projects, or large-scale operational relocations.
• Strong proficiency in project tracking and presentation tools (Google Sheets/Google Slides). Desirable: PRINCE2, PMP, CAPM, or equivalent project management experience.
• Demonstrated experience in budget management, vendor negotiation, and financial tracking.
• Relevant experience in a charitable, non-profit, or third-sector organisation.
• Experience coordinating change management or communication for internal staff and stakeholder groups.

Most relevant skills

• Accountability: Will be accountable and pass on accountability for one’s own actions and those of colleagues and the organisation.
• Attention to Detail: Meticulous with a sharp eye for detail and accuracy.
• Communication: Able to convey and share ideas clearly, concisely and accurately, both verbally and in writing.
• Initiative: Able to recognise and create opportunities and to act accordingly.
• Interpersonal Skills: Ability to communicate and establish rapport at all levels, internally and externally.
• Organisation: Able to determine goals and priorities and to accurately assess the actions, time and resources needed to achieve those goals.
• Problem Solving: Able to detect problems, recognise important information and link various data; to trace potential causes and look for relevant details.
• Teamwork: Able to work well with others in multiple situations to achieve a shared goal.

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