Project Coordinator cum Document Controller

Careers International; Dubai; On-site; AED 90,000 - 180,000; Full time

Job summary

A reputable firm in Dubai seeks a Project Coordinator to assist the Project Manager with planning, scheduling, and tracking progress across design, procurement, site, and subcontractor teams. You will prepare progress reports, meeting minutes, and action logs to keep stakeholders informed.

Duties include managing document control, preparing transmittals, and ensuring proper logging and retrieval of drawings, submittals, and permits.

Qualifications

• Bachelor’s Degree or Diploma in Engineering, Architecture, Construction Management, or related field.
• 3–5 years of experience in a similar fit-out/interiors role with authority approvals experience.

Responsibilities

• 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.
• 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.
• 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.
• Follow up on application status and ensure timely clearance for project execution.
• Assist in updating internal procedures to comply with changing authority regulations.
• 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.

Skills

Strong organizational skills

Communication skills

Attention to detail

Multi-priority management

Team collaboration

Education

Bachelor’s Degree or Diploma in Engineering/Architecture/Construction Management

Tools

MS Office (Excel, Word, PowerPoint, Outlook)

MS Project

Primavera

Aconex

EDMS

Job description

1. 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.

2. 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.

3. 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.

4. 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: Bachelor’s Degree or Diploma in Engineering, Architecture, Construction Management, or related field.

• Experience: 3–5 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.