Administrator

Confidential Company; Dubai; On-site; AED 180,000 - 260,000; Full time

Job summary

Confidential Company in Dubai seeks a seasoned Project Coordinator to oversee document control, timelines, and stakeholder communication on construction/fit-out projects.

You will coordinate with contractors, manage budgets and procurement, and ensure regulatory compliance, safety standards, and smooth handover of final deliverables.

Minimum six years' experience and a Diploma in a related field are required, with strong attention to detail and excellent written and spoken English.

Qualifications

• Diploma required in a relevant field.
• 6+ years of project coordination experience.
• Experience with construction/fit-out projects.
• Strong documentation and change management skills.
• Excellent verbal and written communication.

Responsibilities

• Maintain and organise all project documents, including contracts, permits, and reports.
• Track timelines and milestones to ensure on-time deliverables.
• Monitor budgets, record expenses, and keep financial records accurate.
• Liaise with contractors, suppliers, and stakeholders to ensure timely material delivery.
• Prepare and distribute regular project status updates.
• Organise meetings, prepare agendas, and document minutes.
• Ensure compliance with health, safety, and environmental regulations.
• Support procurement by managing purchase orders and processing invoices.
• Identify project risks and assist in mitigation strategies.
• Document scope changes and ensure clear communication.
• Facilitate internal and external communication for alignment.
• Support handover and closeout with final deliverables and documentation.

Skills

Project coordination

Communication

Attention to detail

Documentation management

Education

Diploma in a relevant field

Tools

MS Office

Job description

1. Maintain and organise all project-related documents, including contracts, permits, and reports, ensuring accuracy and accessibility.

2. Track project timelines and monitor key milestones to ensure timely completion of deliverables.

3. Assist in monitoring project budgets, recording expenses, and maintaining accurate financial records.

4. Liaise with contractors, suppliers, and external stakeholders to ensure timely delivery of materials and services.

5. Prepare and distribute regular project status updates to keep all stakeholders informed.

6. Organise project meetings, prepare agendas, and document minutes for follow-up actions.

7. Ensure all project activities comply with health, safety, and environmental regulations.

8. Support procurement activities by managing purchase orders, processing invoices, and securing approvals.

9. Help identify potential project risks and assist in implementing mitigation strategies.

10. Track and document changes to project scope, ensuring modifications are clearly communicated and controlled.

11. Facilitate effective communication between internal teams and external parties to maintain alignment.

12. Support project handover and closeout by ensuring all deliverables and final documentation are completed and submitted.

Desired Candidate Profile

1. Diploma in a relevant field.

2. Minimum of 6 years of relevant work experience.

3. Project Coordination: Experience managing project documentation, scheduling, and communication to ensure smooth project execution.

4. Industry Knowledge: Familiarity with construction/fit-out processes, regulations, and project management tools.

5. Attention to Detail: Ability to manage multiple tasks accurately, ensuring thorough documentation and compliance with project standards.

6. Effective Communication: Strong verbal and written communication skills to coordinate with teams, stakeholders, and contractors efficiently.

7. Documentation Management: Skilled in handling contracts, RFIs, and change orders.