Project Coordinator cum Document Controller

Company: Energy Job Search –

WebSite: Dubai, United Arab Emirates

Job Description:**Project Coordinator Responsibilities:**

This position entails comprehensive project coordination, document control, authority approvals, and administrative support duties. The Project Coordinator will assist the Project Manager in project planning, scheduling, and progress monitoring. This includes coordinating workflow between design, procurement, site, and subcontractor teams, preparing and updating project reports, meeting minutes, and action logs, and proactively following up with suppliers and subcontractors to ensure timely delivery and execution. The role also encompasses support in project handover documentation and close-out activities.

**Document Control:**

The Project Coordinator will meticulously maintain and manage all project documentation (drawings, submittals, correspondences, permits, etc.) in accordance with company procedures. Responsibilities include controlling document distribution, versioning, and filing (both soft and hard copies), tracking the status of submittals, RFIs, and approvals, preparing and issuing transmittals for drawings and documents to relevant stakeholders, and ensuring the proper logging, indexing, and retrievability of all project documentation.

**Authority Approvals:**

This position requires the preparation and submission of drawings and documentation to relevant authorities for approval. The Project Coordinator will coordinate with consultants, clients, and government bodies to obtain necessary NOCs and permits. Maintaining up-to-date knowledge of authority regulations and requirements related to fit-out works (e.g., DCD, DM, Trakhees, TECOM, DDA, etc.) is essential. This also includes following up on application status, ensuring timely clearance for project execution, and assisting in updating internal procedures to comply with evolving authority regulations.

**Administrative and Support Functions:**

The Project Coordinator will assist in preparing project correspondence, presentations, and reports, maintain and update project tracking systems and dashboards, support project budgeting and procurement documentation as needed, and organize and coordinate project-related meetings and follow-ups.

**Qualifications:**

* **Education:** Bachelor’s Degree or Diploma in Engineering, Architecture, Construction Management, or a related field.
* **Experience:** Three to five years of relevant experience in a similar role within a fit-out or interiors environment. Demonstrated experience in managing authority approvals for fit-out projects is required.
* **Technical Skills:** Proficiency in MS Office Suite (Excel, Word, PowerPoint, Outlook) is essential. Experience with project management tools (e.g., MS Project, Primavera) is advantageous. Familiarity with document control systems (e.g., Aconex, EDMS) is preferred.
* **Soft Skills:** The ideal candidate will possess strong organizational and communication skills, meticulous attention to detail, the ability to manage multiple priorities effectively, a proactive and problem-solving attitude, and excellent coordination and interpersonal abilities.

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