Project Coordinator cum Document Controller

Client of Careers International

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.