Project Manager (Hospitality)

Job Purpose: The Project Manager is responsible for the planning, execution, monitoring, and successful delivery of the hotel refurbishment project. Acting as the Owner's Representative, the role oversees renovations across guestrooms, public areas, F&B outlets, ballroom, recreational facilities, back-of-house areas, and infrastructure upgrades.

Serving as the key liaison between the Owner, Hotel Operator, consultants, contractors, and suppliers, the Project Manager ensures all works are completed safely, on schedule, within budget, and in compliance with the Hotel Operator's brand standards, while minimizing disruption to ongoing hotel operations.

Main Duties and Responsibilities:

1. Project Leadership & Stakeholder Alignment

• Lead the hotel refurbishment project from planning through completion and handover.
• Develop, monitor, and maintain the master project programme, critical path, and key milestones.
• Serve as the primary point of contact between Ownership, Hotel Operator, consultants, contractors, suppliers, and authorities.
• Align project objectives with the Owner's budget, schedule, operational requirements, and the Hotel Operator's brand standards.
• Chair project, design, and site coordination meetings and drive timely resolution of issues.
• Identify and mitigate project risks, delays, and stakeholder conflicts.
• Review and recommend key decisions relating to scope, budget, procurement, design, quality, and programme.
• Provide regular project, financial, and risk reports to Ownership and Senior Management.

2. Operator Technical Services & Brand Compliance

• Serve as the primary liaison with the Hotel Operator's Technical Services and Brand Design teams.
• Ensure all design and construction works comply with approved brand standards and technical requirements.
• Coordinate design submissions, technical reviews, comments, approvals, and waivers.
• Manage sample reviews, mock-up approvals, and brand milestone sign-offs.
• Evaluate and recommend practical solutions that balance brand compliance with cost and operational efficiency.
• Coordinate value-engineering initiatives without compromising brand standards or guest experience.
• Monitor installation quality to ensure completed works align with approved designs and specifications.
• Facilitate Operator inspections and final acceptance approvals prior to handover.

3. Regulatory Approvals & Environmental Compliance

• Manage all statutory approvals, permits, licenses, and authority submissions required for the project.
• Liaise with government agencies, regulatory bodies, and utility providers to secure timely approvals.
• Ensure compliance with building codes, fire safety regulations, occupational health and safety requirements, and environmental standards.
• Coordinate authority inspections, testing, certifications, and final approvals.
• Monitor contractor compliance with all regulatory and permit requirements.
• Oversee environmental management, waste disposal, recycling, and sustainability initiatives.
• Maintain all statutory records, permits, certifications, and compliance documentation.
• Identify and mitigate regulatory and environmental risks that may impact project delivery.

4. Contractor & Consultant Management

• Manage and coordinate architects, interior designers, engineers, quantity surveyors, and specialist consultants.
• Oversee Main Contractors, nominated subcontractors, and specialist vendors throughout the project.
• Review and monitor contractor programmes, manpower, resources, and construction progress.
• Review method statements, shop drawings, material submissions, and technical documentation.
• Ensure all works are executed in accordance with approved designs, specifications, quality standards, and project schedules.
• Resolve design, construction, coordination, and technical issues affecting project delivery.
• Conduct regular site coordination meetings and track follow-up actions to closure.
• Review and verify progress claims, variation orders, and extension-of-time submissions.
• Monitor defect rectification and ensure timely completion of outstanding works.
• Coordinate refurbishment activities with hotel operations to minimise disruption to guests and business operations.

5. Procurement & Overseas Vendor Coordination

• Manage procurement and delivery of all owner-supplied items, including FF&E, OS&E, carpets, lighting, artwork, and specialty equipment.
• Serve as the primary liaison with overseas manufacturers, suppliers, and procurement agents.
• Monitor production schedules, material approvals, factory inspections, and quality standards.
• Coordinate shipping, logistics, customs clearance, and site deliveries to support the project programme.
• Ensure timely availability of materials and equipment to avoid construction and installation delays.
• Coordinate installation activities between vendors, contractors, and hotel operations teams.
• Track procurement budgets, commitments, and delivery status, escalating risks and delays as required.

6. Site Supervision & Quality Control

• Maintain a full-time on-site presence to oversee construction and installation activities.
• Ensure works are executed in accordance with approved drawings, specifications, brand standards, and approved methodologies.
• Monitor contractor workmanship, construction sequencing, and installation quality.
• Conduct regular inspections, mock-up reviews, and quality audits throughout the project.
• Coordinate snagging, punch-list management, and defect rectification works.
• Verify protection measures for completed works and operational hotel areas.
• Monitor testing and commissioning activities to ensure systems perform as designed.

7. Hotel Operations Coordination & Disruption Control

• Work closely with the General Manager and hotel leadership team to implement phased refurbishment strategies.
• Coordinate construction activities to minimise disruption to guests, hotel staff, and business operations.
• Schedule high-impact works around occupancy levels, events, and operational requirements.
• Manage temporary access routes, hoarding, signage, dust control, and noise mitigation measures.
• Ensure compliance with hotel security, safety, and guest experience requirements throughout the project.
• Coordinate Operational Readiness and Transition (ORAT) activities, including staff training and operational handover of refurbished areas.
• Facilitate seamless reopening and integration of completed facilities into hotel operations.

8. Budget, Commercial & Cost Management

• Monitor and control project budgets, cash flow, commitments, and expenditure against approved limits.
• Review and evaluate contractor claims, variation orders, and commercial submissions.
• Lead value engineering and cost optimisation initiatives without compromising quality or brand standards.
• Identify potential cost overruns and recommend corrective actions.
• Support contract negotiations and commercial discussions in the Owner's best interests.
• Provide regular cost reports, forecasts, and financial updates to Ownership.
• Ensure all project expenditures and variations are properly reviewed, justified, and approved.

9. Health, Safety & Risk Management

• Promote and enforce health, safety, and environmental compliance across all project activities.
• Ensure contractors maintain safe work practices, site security, and proper housekeeping standards.
• Monitor compliance with project insurance requirements, permits, and statutory obligations.
• Maintain and regularly review project risk registers and mitigation plans.
• Investigate and address safety incidents, non-conformances, and potential project risks.
• Establish emergency response procedures and business continuity measures for works within an operating hotel.
• Protect guests, employees, contractors, and hotel assets throughout the refurbishment process.

10. Project Close-Out, Handover & DLP

• Coordinate final inspections, testing, commissioning, and certification of all project works.
• Manage phased handovers and obtain acceptance from the Hotel Operator and Ownership.
• Ensure all as-built drawings, warranties, maintenance manuals, training records, and statutory approvals are complete.
• Verify completion of all defects, outstanding works, and punch-list items before handover.
• Coordinate contractor and supplier training for hotel operations and maintenance teams.
• Manage the Defects Liability Period (DLP), including warranty claims, defect rectification, and contractor performance.
• Administer final account closure, retention releases, and formal project close-out documentation.

Requirements

• Bachelor’s Degree in Project Management, Construction, Engineering, Architecture, Quantity Surveying, or a related field.
• Minimum 8 years of relevant project management experience, preferably in hotel, hospitality, property, construction, or refurbishment projects.
• Proven experience managing projects from planning and design through completion and handover.
• Experience coordinating with hotel operators, consultants, contractors, suppliers, and government authorities.
• Good understanding of building regulations, safety requirements, and statutory approvals in Malaysia.
• Able to work on-site and manage multiple project activities simultaneously.