The Project Executive / Coordinator is the coordination and tracking engine of Alo Yoga's Mainland China store development team. The position is Shanghai based. You do not prepare drawings. You coordinate and track the construction document and government submission process for every store, working closely with the Project Managers, Alo Legal, external consultants and vendors, and keep the paperwork, logs and trackers accurate and moving. You report to the Director, Store Development, and act as the support to the three Project Managers.

Key responsibilities

Construction document coordination

• Coordinate with Project Managers, HQ design, architects of record and other external consultants on the construction document timeline; chase deliverables and keep everyone aligned on due dates
• Track document issue status per store: drawing register, RFIs, consultant comments and open items, so the team always knows what is current and what is outstanding
• Check that packages received from consultants are complete and correctly labelled before they go to landlords, authorities or contractors

Government and authority submissions

• Coordinate government submissions (fire, licensing, environmental and other permits) with consultants and vendors: confirm what is required, collect the supporting documents, certificates and company qualifications, and follow up on submission
• Track submission status, authority comments and approvals, and keep a submission log per store with dates, responsible parties and outstanding items

Landlord submissions

• Coordinate landlord design and construction submissions, including contractor registration, insurance certificates, fit-out deposits and works permits
• Track landlord comments and approvals, and keep the submission log up to date

Alo Legal, contracts and vendor paperwork

• Work with Alo Legal on consultant, contractor and vendor appointment documents, contracts and variation orders; track drafts, comments and signatures
• Collect and check vendor onboarding documents: business licences, qualifications, insurance and bank details
• Issue tender packages to invited contractors, handle clarification queries and keep tender records confidential and well organised
• Prepare payment documents and track certification and payment status with Finance

Project tracking and reporting

• Keep the project tracker and programme up to date for each store, applying the GCNA construction scheduling rules
• Prepare agendas and minutes for weekly project meetings and follow up on actions
• Flag delays, missing documents and approval risks to the Project Manager early
• Produce weekly status reports for the Director
• Collect and archive handover documents: as-builts, O&M manuals, warranties, test certificates and completion approvals

Requirements

Experience and education

• Bachelor's degree in Architecture, Interior Design, Civil/Construction Management, Engineering or a related field
• 2–4 years in retail, F&B, hospitality or commercial fit-out project coordination (Executive level); candidates with 4+ years may be considered for a Coordinator title with broader scope
• Prior exposure to premium or luxury retail store development in Mainland China is a strong advantage

Skills and knowledge

• Good understanding of fit-out project processes, tender and contract documents, and the submissions needed for landlord and government approvals
• Experience coordinating Mainland China fit-out government submissions (fire, licensing, works permits) is strongly preferred
• Highly organised, detail-driven and able to juggle multiple stores at different stages
• Strong written and verbal communication; comfortable chasing contractors, consultants and landlords with professionalism and persistence
• Proactive, accountable and calm under tight opening deadlines

Tools and languages

• Advanced Excel (trackers, lookups, pivot tables); strong PowerPoint and Word for reporting
• Familiar with project tracking tools such as MS Project, Smartsheet or similar is a plus; able to read drawings is helpful but not required
• Fluent Mandarin and good business English (written and spoken); Cantonese is not required
• Willingness to travel domestically to project sites as needed (indicatively 10–20% of time)

Success measures and what we offer

What success looks like in the first 12 months

• Government and landlord submissions are tracked and chased to approval on time, with no missed deadlines
• Consultant and vendor deliverables are chased on time and every log and tracker is accurate
• Contract, tender and vendor documents are complete, signed and audit-ready, with Alo Legal comments closed quickly
• The Director receives clear, on-time weekly and monthly reports
• Handover packs are complete at store opening

What we offer

• A front-row seat in the growth of Alo Yoga across Mainland China, working directly with the Store Development leadership
• Hands-on exposure to premium retail design, construction and landlord negotiation
• Clear development path toward Project Manager
• Competitive compensation and benefits (to be confirmed with HR)

As an Equal Opportunity Employer, ALO does not discriminate against applicants or employees because of race, color, creed, religion, sex, national origin, veteran status, disability, age, citizenship, marital or domestic/civil partnership status, sexual orientation, gender identity or expression or because of any other status or condition protected by applicable federal, state, or local law.