Project & Operations Coordinator Graduate -12 Months Contract at Ares Holdings

Main Purpose

• The Project Management Intern – Operations provides hands-on support to the successful delivery of operational projects across the retail business. The role focuses on project coordination, operational reporting, administration, executive support, and process improvement to ensure initiatives are delivered efficiently and support business objectives.
• This internship is designed as a learning and development opportunity that builds foundational project management, operational coordination, and executive administration skills while providing exposure to cross-functional collaboration within a fast-paced retail environment.

Key Responsibilities

Project Coordination's

• Support the day-to-day coordination of operational projects, ensuring project plans, actions, milestones, and timelines remain on track.
• Assist with maintaining project plans, trackers, action logs, and dashboards using Microsoft Excel, Monday.com, and other project management tools.
• Support the collection, consolidation, and reporting of operational project data to measure project progress and key performance indicators.
• Prepare project status reports, presentations, meeting packs, and progress updates for project teams and operational stakeholders.
• Capture meeting minutes, action items, project risks, issues, dependencies, and decisions, ensuring timely follow-up with relevant stakeholders.
• Coordinate project meetings, workshops, store visits, and stakeholder engagements, ensuring all logistics are effectively managed.
• Assist with coordinating cross-functional operational initiatives involving stores, distribution centres, support office departments, and external partners.
• Track project deliverables and ensure project documentation is accurate, complete, and maintained throughout the project lifecycle.
• Support change management activities, including communication, training coordination, and implementation tracking.
• Contribute ideas to improve operational processes, project templates, reporting tools, and ways of working.
• Participate in project reviews, lessons learned sessions, and continuous improvement initiatives.

Executive & Personal Assistant Support

• Provide day-to-day administrative support to the Operations Project Manager and Operations Leadership team.
• Manage calendars, schedule meetings, and coordinate appointments while ensuring effective time management.
• Organise travel arrangements, accommodation, and meeting logistics where required.
• Prepare agendas, presentations, reports, and supporting documentation for meetings and leadership engagements.
• Record accurate meeting minutes and ensure action items are tracked and followed up with relevant stakeholders.
• Manage incoming correspondence, emails, and meeting requests, ensuring timely responses and appropriate prioritisation.
• Maintain organised electronic filing systems, project documentation, and confidential records.
• Coordinate departmental communications, meeting invitations, and follow-up actions.
• Assist with preparing monthly operational reports, presentations, and business review documentation.
• Support the coordination of operational events, leadership meetings, workshops, and team engagement initiatives.
• Assist with procurement requests, purchase orders, invoice tracking, and supplier administration where applicable.
• Handle confidential information with professionalism, discretion, and integrity.
• Provide general administrative support to ensure the smooth running of the Operations Project Office.

Skills

• Good Microsoft Office skills, particularly Excel.
• Ability to work with data, trackers, and reports with accuracy and care.
• Excellent organisational and time‑management skills.
• Strong written and verbal communication skills.
• Keen ability to manage multiple tasks and shifting priorities with guidance.
• Attention to detail and a structured approach to work.
• Willingness to learn new tools, systems, and project management practices.
• Basic awareness of project concepts (tasks, timelines, risks, dependencies) or eagerness to develop this understanding.

Behaviours

• Demonstrates accountability by taking ownership of assigned tasks and following through on commitments.
• Maintains accurate project documentation, reports, calendars, and administrative records.
• Organises work effectively and adapts to changing priorities within a dynamic retail environment.
• Demonstrates initiative by anticipating administrative and project support requirements.
• Maintains confidentiality and exercises sound judgement when handling sensitive information.
• Communicates professionally and proactively with team members and stakeholders.
• Builds positive working relationships and collaborates effectively across departments.
• Demonstrates resilience and remains composed under pressure while managing competing priorities.
• Identifies potential risks, escalates issues appropriately, and contributes to practical solutions.
• Embraces continuous learning and seeks opportunities to improve processes and ways of working.

Qualifications and Experience

• Have completed or be in the process of completing a qualification in Project Management,
• Business Management, Operations Management, Supply Chain Management, Industrial Engineering, Commerce, Office Administration, or a related field.
• A genuine interest in project management, retail operations, business improvement, and executive support.
• Previous internship, vacation work, or administrative/project coordination experience will be advantageous.
• Exposure to retail operations, reporting, administration, or cross-functional environments will be beneficial.
• Comfortable working with Microsoft Office, digital collaboration tools, and project management systems.

Closing Date 25 August 2026