Admin cum Project Coordinator

Job Summary

We are looking for a proactive and organized Admin cum Project Coordinator to provide administrative and project coordination support across multiple projects. The role involves handling office administration, coordinating project activities, maintaining documentation, and supporting project managers to ensure smooth project execution and timely delivery.

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Key Duties & Responsibilities

Administrative Responsibilities

• Handle day-to-day office administration and clerical activities.

• Maintain records, files, and databases related to projects, staff, and vendors.

• Prepare correspondence, emails, letters, reports, and presentations.

• Coordinate office supplies, equipment, and general administrative requirements.

• Support HR and Finance teams with documentation, attendance records, and basic reports.

Project Coordination Responsibilities

• Assist Project Managers in planning, scheduling, and tracking project activities.

• Coordinate between site teams, engineers, vendors, and subcontractors.

• Follow up on project timelines, approvals, and deliverables.

• Maintain project documentation such as drawings, submittals, BOQs, invoices, and reports.

• Track material requests, delivery schedules, and site requirements.

• Prepare and update project trackers, schedules, and progress reports.

Communication & Coordination

• Act as a communication link between clients, consultants, suppliers, and internal teams.

• Schedule meetings, prepare MOM (Minutes of Meeting), and track action items.

• Handle client and vendor correspondence related to project administration.

• Coordinate authority submissions and approvals where required.

Reporting & Documentation

• Prepare weekly and monthly project status reports.

• Maintain proper filing of contracts, variation orders, and approvals.

• Support preparation of as-built documents, O&M manuals, and handover files.

• Ensure documents are updated, accurate, and easily accessible.

Compliance & Support

• Ensure adherence to company policies, procedures, and project standards.

• Assist in audit preparation and document control.

• Support project close-out activities and final documentation.

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Qualifications & Experience

• Diploma or bachelor’s degree in business administration, Engineering, or related field.

• 2–5 years of experience in an admin or project coordination in the same field

• Experience in construction / ELV / MEP projects is an advantage.

• UAE experiences needed.

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Skills & Competencies

• Strong organizational and multitasking skills.

• Excellent communication and coordination abilities.

• Proficiency in MS Office (Excel, Word, Outlook, PowerPoint).

• Basic knowledge of project documentation and workflows.

• Ability to work independently and under pressure.

Job Type: Full-time

Pay: AED3,000.00 - AED4,500.00 per month