Project Coordinator cum Document Controller

Careers International; Dubai; On-site; AED 60,000 - 80,000; Full time

Job summary

A construction management company in Dubai is seeking a Project Coordinator with a Bachelor's Degree or Diploma in Engineering or a related field. Responsibilities include coordinating project activities, managing documentation, and obtaining authority approvals for fit-out projects. The ideal candidate has 3-5 years of experience in similar roles and is proficient in MS Office and project management tools.

Qualifications

• 35 years of experience in a similar role within fit-out interiors.
• Proven experience handling authority approvals for fit-out projects.

Responsibilities

• Assist Project Manager in planning and tracking project progress.
• Coordinate between teams to ensure smooth workflow.
• Prepare project progress reports and documentation.
• Follow up with suppliers for timely delivery.
• Support in project handover documentation.

Skills

Strong organizational skills

Communication skills

Attention to detail

Team player

Problem-solving attitude

Education

Bachelor's Degree or Diploma in Engineering, Architecture, Construction Management

Tools

MS Office (Excel, Word, PowerPoint, Outlook)

MS Project

Primavera

Job description

Project Coordination

• Assist the Project Manager in planning, scheduling, and tracking project progress.
• Coordinate between design, procurement, site, and subcontractor teams to ensure smooth workflow.
• Prepare and update project progress reports, meeting minutes, and action logs.
• Follow up with suppliers and subcontractors for timely delivery and execution.
• Support in project handover documentation and close‑out activities.

Document Control

• Maintain and manage all project documentation (drawings, submittals, correspondences, permits, etc.) in line with company procedures.
• Control document distribution, versioning, and filing (both soft and hard copies).
• Track the status of submittals, RFIs, and approvals to ensure timely responses.
• Prepare and issue transmittals for drawings and documents to clients, consultants, and authorities.
• Ensure that all project documentation is properly logged, indexed, and retrievable.

Authority Approvals

• Prepare and submit drawings and documentation to relevant authorities for approval.
• Coordinate with consultants, clients, and government bodies to obtain necessary NOCs and permits.
• Maintain up‑to‑date knowledge of authority regulations and requirements related to fit‑out works (e.g., DCD, DM, Trakhees, TECOM, DDA, etc.).
• Follow up on application status and ensure timely clearance for project execution.
• Assist in updating internal procedures to comply with changing authority regulations.

Administrative & Support Functions

• Assist in preparing project correspondence, presentations, and reports.
• Maintain and update project tracking systems and dashboards.
• Support project budgeting and procurement documentation as needed.
• Organize and coordinate project‑related meetings and follow‑ups.

Requirements

• Education: Bachelors Degree or Diploma in Engineering, Architecture, Construction Management, or related field.
• Experience:
  • 35 years of experience in a similar role within a fit‑out interiors.
  • Proven experience handling authority approvals for fit‑out projects.
• Technical Skills:
  • Proficient in MS Office (Excel, Word, PowerPoint, Outlook).
  • Experience with project management tools (e.g., MS Project, Primavera) is an advantage.
  • Knowledge of document control systems (e.g., Aconex, EDMS) preferred.
• Soft Skills:
  • Strong organizational and communication skills.
  • Attention to detail and ability to manage multiple priorities.
  • Team player with proactive and problem‑solving attitude.
  • Good coordination and interpersonal abilities.