Project Coordinator / Administrator

Job Scope

The Project Coordinator / Administrator will support the Engineering Department in managing day-to-day project operations. The ideal candidate will ensure seamless coordination across internal teams, contractors, and clients while maintaining precise documentation and schedule tracking. This role is essential for ensuring project efficiency, accuracy, and timely delivery, allowing engineers to focus on technical and strategic execution.

Key Responsibilities

• Maintain project documentation, including submittals, permits, drawings, and correspondences.
• Track project schedules, follow up on deliverables, and prepare progress reports.
• Coordinate with procurement for material requests, delivery schedules, and vendor documentation.
• Prepare and manage RFPs, RFQs, and comparison sheets to support project sourcing.
• Liaise with authorities and internal departments for approval submissions and follow-ups.
• Organize and record site visits, minutes of meetings, and coordination meetings.
• Support project budgeting and invoicing processes by compiling quotations and supporting documents.
• Maintain structured filing systems (digital and physical) for all projects.
• Assist in onboarding contractors or suppliers and ensure compliance with company requirements.
• Provide day-to-day administrative and operational support to the Engineering team.

Required Technical Skills

• Bachelor’s degree or diploma in Business Administration, Engineering, or a related field (Required).
• 2–5 years of experience in project coordination within construction, signage, or advertising environments.
• Proficient in Microsoft Office (Excel, PowerPoint, Word); knowledge of project tracking tools (e.g., MS Project, Asana) is a plus.

Essential Soft Skills

• Time management: Ability to prioritize tasks and meet deadlines for report delivery.
• Communication: Clear and effective communication with team members, management, and clients.
• Attention to detail: Ensuring accuracy in reports and information provided to stakeholders.
• Problem-solving: Identifying issues and finding solutions, particularly in analyzing revenue and cost data.
• Collaboration: Working closely with cross-functional teams, such as the tech team, to align on cost-related matters.
• Adaptability: Being flexible to changes in requirements or priorities.
• Client relationship management: Building rapport with clients and understanding their information needs.
• Analytical skills: Ability to analyze data and derive meaningful insights to improve reporting and decision-making processes.

About us

We're not just a workplace; we're a hub of excitement, fun, and challenges, tailor-made for visionary thinkers and top-notch achievers. This is the perfect moment to become a part of our team, as we're on the cusp of rapid growth, especially in the ever-evolving tech media landscape.

With our headquarters situated in Dubai, Abu Dhabi, and an office in Beirut, we're expanding rapidly and looking for individuals who thrive in a fast-paced environment. We're on the lookout for those who can propel us forward by embracing technology and contributing to our efficiency. We're not interested in those stuck in old-fashioned ways; we want innovators who bring a growth mindset, are eager to learn, and are ready to apply their knowledge to propel us forward.

Join us if you're passionate about making a difference, enhancing efficiency, and embracing technology. We're on the lookout for individuals who can seamlessly absorb new information and transform challenges into efficient solutions. It's not just a job; it's an invitation to be part of a cutting-edge team shaping the future of tech media.

W Group l Hypermedia l DXTA l AiOO Tech