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.