Project Co-ordinator

Project Coordinator

Position: Project Coordinator
Department: Projects / Operations
Reports To: Project Manager / Management

Job Purpose

The Project Coordinator is responsible for coordinating and following up on project activities from estimation through production, inspection, installation, project completion, and after-sales service.

The position requires close coordination between clients, management, the Marketing/Sales team, Production, site teams, sub-trades, suppliers, and other relevant departments to ensure projects are completed accurately, safely, on time, and in accordance with approved requirements, project frameworks, drawings, specifications, and documentation.

Key Responsibilities

1. Inspection & Site Coordination — Primary Responsibility

• Coordinate and follow up on all required site inspections.
• Coordinate mall and client inspections and ensure all required approvals are obtained.
• Ensure accurate site measurements and requirements are obtained before production.
• Check site conditions and identify any issues that may affect the project.
• Communicate inspection findings to the relevant teams.
• Ensure all discrepancies are resolved before proceeding to the next stage.
• Establish effective on-site communication with clients, sub-trades, site teams, and other relevant parties.
• Monitor site activities and provide regular progress updates.

2. Installation, Site Supervision, Snagging & After-Sales — Primary Responsibility

• Coordinate installation schedules with the site and installation teams.
• Ensure all required materials are ready before installation.
• Coordinate with the client/site representative regarding installation dates and requirements.
• Oversee site supervision and monitor installation progress.
• Ensure work is carried out according to approved drawings, specifications, sample boards, and project requirements.
• Follow up on installation issues and ensure they are resolved promptly.
• Identify, coordinate, and close out site snags.
• Manage after-sales service requirements and ensure client issues are followed up and resolved.
• Confirm completion of installation and report project status to management.

3. Sample Boards — Primary Responsibility

• Prepare and submit sample boards for client, mall, and/or management approval.
• Coordinate the preparation of sample boards for projects.
• Ensure samples, colours, materials, finishes, and specifications are as required.
• Coordinate sample approvals with the client and management.
• Maintain accurate records of approved samples.
• Ensure Production and Installation teams are provided with the approved sample board requirements.
• Ensure production and installation follow the approved sample board.

4. Client, Marketing/Sales & Production Coordination

• Serve as a key liaison between clients, the Marketing/Sales team, and Production for project follow-ups.
• Maintain regular communication with all parties involved in each project.
• Follow the Production Manager's instructions and ensure required actions are completed and followed up.
• Coordinate project requirements between the client, Marketing/Sales, Production, site teams, and management.
• Follow up on outstanding project requirements, approvals, materials, drawings, production, delivery, installation, and completion.
• Identify and communicate issues that may affect project progress, quality, cost, or deadlines.
• Maintain professional communication with clients, suppliers, sub-trades, site teams, and colleagues.

5. Production Coordination

• Coordinate with the Production team regarding project requirements.
• Ensure approved specifications, drawings, materials, finishes, and sample boards are communicated to Production.
• Follow up on production progress and expected completion dates.
• Follow the Production Manager's instructions regarding production priorities and requirements.
• Highlight any delays, discrepancies, or issues to management immediately.
• Coordinate with Production to ensure materials and completed works are available as required for installation.

6. Estimation Coordination & Project Changes

• Coordinate with the Estimation team and provide the required project information.
• Ensure measurements, quantities, materials, and specifications are communicated accurately.
• Follow up on required quotations and revisions where applicable.
• Identify and determine project changes during the project lifecycle.
• Coordinate change orders and ensure project changes are properly documented and communicated to the relevant parties.
• Ensure changes are reviewed and approved before implementation where required.
• Communicate the impact of project changes on drawings, production, installation, schedule, and other project requirements.

7. Project Documentation & Document Control

• Maintain accurate and updated project files for each project.
• Handle project documentation coordination, including:
• Meeting minutes
• Change orders
• Site instructions
• Shop drawings
• Progress claims
• Field notices
• Approvals
• Quotations and revisions
• Sample boards
• Project correspondence
• Drawings and revisions
• Ensure all drawings, measurements, approvals, quotations, samples, and project correspondence are properly recorded and maintained.
• Set up and maintain proper project reporting and documentation procedures.
• Maintain up-to-date drawings documentation and ensure the latest approved drawings are communicated to the relevant teams.
• Ensure proper maintenance and filing of all project documentation throughout the project lifecycle.
• Ensure adherence to established project frameworks and documentation procedures.
• Ensure no project stage proceeds without the required information, documentation, or approval.

8. Project Reporting & Communication

• Set up and maintain project reporting procedures, including regular project status updates.
• Prepare and provide regular project progress reports to management.
• Establish effective on-site communication and progress reporting with sub-trades and clients.
• Keep track of project progress, pending actions, approvals, delays, and outstanding requirements.
• Identify potential delays, mistakes, or issues at an early stage and report them to management.
• Ensure all relevant parties are kept informed of project progress and changes.
• Prepare necessary presentation materials for project, client, mall, and management meetings.
• Prepare meeting information, project updates, drawings, samples, progress details, and other required presentation materials.

9. Project Scheduling, Deadlines & Safety

• Assist in managing all project aspects, including project scheduling and coordination.
• Follow up on project schedules, milestones, deadlines, and completion dates.
• Ensure project deadlines and key milestones are met.
• Coordinate with Production, Installation, site teams, clients, and other parties to avoid unnecessary delays.
• Monitor project progress against agreed schedules and immediately highlight potential delays.
• Assist with required project safety reporting and communicate relevant site safety concerns to management.
• Ensure project activities are coordinated in accordance with applicable project and site requirements.

10. Administrative & Project Team Support

• Provide administrative support to the project team as needed.
• Maintain project records, trackers, reports, meeting minutes, correspondence, and other project-related documentation.
• Assist the Project Manager and management with project-related coordination and follow-up.
• Prepare documents and information required for meetings, inspections, approvals, claims, and project reviews.
• Take ownership of assigned projects and ensure proper follow-up from commencement through completion and after-sales service.
• Perform other project-related duties assigned by management.

General Duties & Accountability

• Maintain regular communication with all parties involved in the project.
• Follow up on assigned tasks and ensure deadlines are met.
• Identify potential delays, mistakes, discrepancies, or issues at an early stage and report them to management.
• Ensure no project stage proceeds without the required information, documentation, or approval.
• Maintain professional communication with clients, suppliers, site teams, sub-trades, and colleagues.
• Take ownership of assigned projects and ensure proper coordination and follow-up until completion.
• Provide regular project updates to management.
• Ensure all project documentation is accurate, complete, current, and properly maintained.
• Ensure adherence to project frameworks, procedures, approved drawings, specifications, and requirements.
• Perform other project-related duties assigned by management.

Key Performance Expectations

The Project Coordinator is expected to ensure the following project process is properly coordinated and followed up without unnecessary delays:

Estimation → Documentation → Sample Board Approval → Project Changes/Approvals → Production → Inspection → Installation → Snagging → Project Completion → After-Sales Service

The Project Coordinator is expected to maintain effective communication between clients, Marketing/Sales, Management, Production, Site Teams, Sub-Trades, and other relevant parties throughout the project lifecycle.

The employee's primary areas of responsibility are:

• Inspection & Site Coordination
• Installation, Site Supervision, Snagging & After-Sales
• Sample Boards
• Client, Marketing/Sales & Production Coordination
• Project Documentation & Reporting
• Project Scheduling, Changes & Follow-Up

The employee will be accountable for the coordination, follow-up, communication, documentation, reporting, and timely completion of assigned project responsibilities.

Pay: AED3,500.00 - AED4,500.00 per month

Work Location: In person