Senior Project Coordinator (Buildings)

Stantec; Abu Dhabi; On-site; AED 180,000 - 300,000; Full time

Job summary

Stantec in Abu Dhabi is seeking a seasoned Site Administration and Document Control professional to lead the project’s administrative functions on site. You will manage the admin team, implement robust office systems, and ensure compliance with project and client requirements.

You will oversee document control across EDMS platforms, coordinate audits and approvals, and serve as the primary liaison among PMC, Contractor, and Client.

Qualifications

• Bachelor's degree in Business Administration, Engineering, or a related field.
• 5–10 years of relevant experience in project coordination, site administration, document control, or project management support.
• Strong experience in site administration management and project document control systems.
• Experience conducting project document audits and maintaining accurate project records.
• Familiarity with Abu Dhabi authority approval procedures and NOC processes.
• Knowledge of ISO 9001:2015 quality management system requirements and their implementation in project environments.
• Ability to establish project-level quality management procedures, including governance, audits, and corrective action processes.
• Strong organizational, coordination, communication, and problem-solving skills.

Responsibilities

• Lead and supervise the Site Administration team and establish procedures, site protocols, and office systems.
• Oversee records management, correspondence tracking, and filing systems; ensure governance and contractual compliance.
• Lead Document Controllers, ensure document control procedures align with PMC and client requirements, and manage EDMS platforms.
• Plan and manage internal and external project document audits; maintain audit logs and close-out records.
• Assist Project Director in obtaining authority approvals and construction NOCs from Abu Dhabi authorities; maintain trackers.
• Act as primary interface for PMC, Contractor, and Client on correspondence and document-related matters; manage meetings records.

Skills

Organizational skills

Coordination

Communication

Problem-solving

Governance

Education

Bachelor's degree in Business Administration or Engineering

Tools

Aconex

SharePoint

On Site App

Job description

Job Responsibilities:

Site Administration Management

• Lead and supervise the Site Administration team.
• Establish and maintain administrative procedures, site protocols, and office systems.
• Ensure proper management of office facilities, permits, access control, and site logistics coordination.
• Oversee records management, correspondence tracking, and filing systems.
• Ensure adherence to company policies and contractual obligations.
• Act as the first point of review for all outgoing and incoming correspondence, flagging items requiring Project Director action.

2. Document Control Management

• Lead and supervise the Document Controllers team, ensuring consistent application of document control procedures.
• Ensure proper implementation of document control procedures in line with PMC and Client requirements.
• Maintain document registers, transmittals, and tracking systems across EDMS platforms (Aconex, SharePoint, On Site App, etc.).
• Ensure proper version control, filing, archiving, and retrieval of all project documents.
• Monitor document submission timelines and ensure compliance with contractual requirements.
• Ensure all project documentation is properly stored, accessible, and audit-ready at all times.

3. Project Document Audits & Compliance

• Plan and manage internal and external project document audits.
• Ensure project documentation complies with contractual, regulatory, and quality requirements.
• Identify documentation gaps and coordinate corrective actions with Contractor and internal teams.
• Maintain audit logs and close-out records.

4. Authority Approvals & NOC Coordination (Secondary Function)

• Support the Project Director in coordinating with the Contractor to obtain required authority approvals and construction NOCs from relevant Abu Dhabi government entities.
• Maintain approval trackers and provide regular status reports to the Project Director.
• Liaise with local authorities and regulatory bodies as required to facilitate timely approvals.

5. Stakeholder & Administrative Communication

• Act as the primary administrative interface between the PMC team, Contractor, and Client on correspondence and document-related matters.
• Maintain effective communication channels across all project stakeholders.
• Facilitate authority-related meetings when required and prepare meeting records.
• Resolve administrative and document-related issues efficiently and professionally.

6. Reporting & Governance

• Prepare periodic reports on document compliance, approvals status, audit outcomes, and administrative performance for the Project Director.
• Identify process improvement opportunities to enhance team efficiency and document governance.
• Ensure proper risk management practices are applied to document control and approvals tracking.

Key Qualifications:

• Bachelor's degree in Business Administration, Engineering, or a related field.
• 5–10 years of relevant experience in project coordination, site administration, document control, or project management support.
• Strong experience in site administration management and project document control systems.
• Experience conducting project document audits and maintaining accurate project records.
• Familiarity with Abu Dhabi authority approval procedures and NOC processes.
• Knowledge of ISO 9001:2015 quality management system requirements and their implementation in project environments.
• Ability to establish project-level quality management procedures, including governance, audits, and corrective action processes.
• Strong organizational, coordination, communication, and problem-solving skills.