Project Manager - Hospitality Development

About the Role

We are looking for an experienced Project Manager to support and manage the development of a hotel project in Southern Italy. The Project Manager will be based primarily in Milan and will serve as the main point of contact and central coordinator between the company, consultants, contractors, vendors, suppliers, authorities and other third parties involved in the project.

The candidate should have strong project coordination and stakeholder management skills, with preferably some experience in hospitality, hotel development, real estate or construction. The candidate must be willing and able to travel to the project site in Southern Italy as and when required to monitor project activities, attend meetings and coordinate with local stakeholders.

Key Responsibilities

1. Project management and coordination

• Manage the day-to-day coordination of the project.
• Track project timelines, milestones, deliverables and action points.
• Monitor project progress and ensure activities are completed as planned.
• Identify delays, issues and risks and coordinate appropriate solutions.
• Provide regular updates and reports to management.

2. Main point of contact

• Act as the main point of contact between the company and all project stakeholders.
• Coordinate communication between consultants, contractors, vendors, suppliers and third parties.
• Organise meetings, follow-ups and action points.
• Ensure all stakeholders are aligned on project requirements, timelines and responsibilities.

3. Consultant, vendor and third-party management

• Coordinate with architects, engineers, designers, contractors, suppliers and specialist consultants.
• Track deliverables, responsibilities and deadlines.
• Follow up on technical submissions, quotations and required documentation.
• Coordinate vendor requirements and appointments.
• Assist in resolving coordination issues between different parties.

4. Project site coordination (Southern Italy)

• Travel to the project site as and when required.
• Coordinate with local contractors, consultants, suppliers and other stakeholders.
• Attend site meetings and inspections.
• Monitor progress and report site issues to management.
• Ensure decisions and project requirements are properly implemented on site.

5. Hospitality and hotel project knowledge

• Have a good understanding of how the hospitality and hotel industry operates.
• Understand the key requirements involved in developing and setting up a hotel, including:
• Hotel planning and design
• Guest areas and guest experience
• Back-of-house operations
• F&B and kitchen requirements
• Housekeeping and laundry
• Spa and wellness facilities
• Security and guest services
• IT and technology systems
• FF&E and OS&E
• MEP and building services
• Hotel operations
• Pre-opening requirements
• Coordinate with hospitality consultants, hotel operators and specialist vendors where required.

6. Italian laws, regulations and taxation

• Have a good understanding of Italian local laws, regulations and business practices relevant to project execution.
• Knowledge of Italian taxation, VAT, invoicing and commercial requirements is preferred.
• Coordinate with legal, tax, accounting and regulatory advisors when required.
• Assist in coordinating permits, approvals, licences and authority requirements.

7. Budget, procurement and commercial coordination

• Assist in monitoring project budgets and costs.
• Review and coordinate quotations and proposals from vendors and contractors.
• Coordinate with finance and commercial teams regarding invoices, payments and contracts.
• Track variations and additional costs.
• Support procurement and vendor selection activities.

8. Risk and quality management

• Identify project risks, delays and potential issues.
• Coordinate with relevant parties to resolve problems.
• Monitor the quality and compliance of project activities.
• Escalate critical issues to management with appropriate recommendations.

9. Reporting and documentation

• Maintain project records and documentation.
• Prepare project updates, trackers and status reports.
• Maintain meeting minutes and action trackers.
• Track approvals, submissions, deliverables and pending items.
• Ensure important project decisions and communications are properly documented.

10. Completion and handover

• Assist in coordinating project completion and handover activities.
• Coordinate snagging, testing and commissioning.
• Track completion of outstanding works.
• Ensure required documentation, certifications and warranties are collected.
• Support coordination with the hotel operator and relevant stakeholders during pre-opening.

Requirements

Essential requirements

• 5–8+ years of relevant project management / project coordination experience.
• Experience managing or coordinating consultants, contractors, vendors and third parties.
• Experience in hospitality, hotel development, real estate or construction is preferred.
• Good understanding of the Italian market and local regulations.
• Knowledge of Italian taxation, VAT and commercial practices is an advantage.
• Strong organisational and coordination skills.
• Good communication and stakeholder management abilities.
• Ability to manage multiple tasks and stakeholders simultaneously.
• Strong problem-solving and follow-up skills.
• Willingness and ability to travel to the project site in Southern Italy as and when required.
• Good spoken and written English is essential.
• Italian language proficiency is strongly preferred.
• Knowledge of additional languages, such as Hindi, would be an added advantage.

Preferred experience
Candidates with experience in any of the following areas will be considered particularly suitable: Hotel / Hospitality Projects, Hotel Development, Luxury Hospitality, Resort Development, Real Estate Development, Construction Project Management, Hotel Renovation / Conversion, Hotel Pre-Opening, Hospitality Operations, Luxury Hotels / Resorts, International Hotel Brands.

Key competencies
Project Coordination, Stakeholder Management, Vendor & Consultant Coordination, Hospitality Knowledge, Communication Skills, Italian Market Knowledge, Regulatory Awareness, Commercial Awareness, Procurement Coordination, Problem Solving, Negotiation, Reporting & Documentation, Time Management, Attention to Detail.

The Ideal Candidate

You are hands-on, organised and proactive, with the ability to independently coordinate multiple stakeholders and keep project activities moving efficiently.

You will be based in Milan, with the flexibility to travel to Southern Italy whenever required. You are comfortable working with international teams and local Italian stakeholders, and you have a good understanding of the practical requirements of delivering and operating a hotel or hospitality project.

The successful candidate will act as the company's project representative and main coordination point for the hotel project.

Benefits

• A highly competitive, senior-level package that reflects the scope of this role and the calibre of candidate sought. Compensation and benefits will be discussed in confidence with shortlisted candidates and tailored to the right individual.