Project Coordinator cum Document Controller

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.

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