Document Controller & Project Coordinator

Document Controller & Project Coordinator

Founded in 1994, Eurocontrolli is an international System Integrator with over 100 dedicated employees across our offices in Italy, UAE, and KSA.

We specialize in the design and supply of Integrated Telecoms, Security, and Fire & Gas detection and suppression systems for the Oil & Gas and Commercial markets. Our comprehensive service portfolio includes Engineering, Design, Procurement, Project Management, Inspection, Logistics Management, Transport & Delivery, Commissioning, SAT & PAT, Training, and Maintenance.

Job Summary:

For our office in Abu Dhabi (UAE), we are looking for a skilled and detail-oriented Document/Project Coordinator to join immediately. This role involves managing project documentation, coordinating project activities, and ensuring smooth communication across teams. The ideal candidate has strong administrative skills, a keen eye for detail, and a proactive approach to supporting project success.

Key Responsibilities:

• Document Management: Organize, store, and maintain project documents, ensuring they are easily accessible and up to date. Oversee version control, archiving, and retrieval of key documents.
• Document Transmittals: Send and receive documents to/from clients and distribute internally with the project team and updating/maintaining the Vendor Document registers.
• Document Follow-ups: Follow internally and externally for timely submission of documents or to receive document approvals.
• Project Coordination: Assist project managers in tracking timelines, deliverables, and milestones, ensuring all project activities are on schedule.
• Communication and Liaison: Serve as the primary contact point for project-related inquiries and updates, facilitating effective communication across departments and with external stakeholders.
• Status Reporting: Prepare regular project status updates, reports, and presentations, providing visibility into project progress for all team members.
• Meeting Coordination: Schedule and coordinate project meetings, prepare agendas, and take and distribute minutes to ensure everyone is aligned.
• Procurement/Logistics Coordination: Coordinate with the procurement/logistics officers for timely release of Purchase Orders, dispatch/receipt of materials, etc.
• Order Tracking and Follow-Up: Monitor purchase orders and shipments to ensure on-time delivery from suppliers and vendors.
• Team Collaboration: Work closely with other departments such as procurement, sales, and finance to align logistics with business needs.
• Data Entry and Analysis: Enter project data accurately into tracking systems, monitor project metrics, and identify potential risks or delays.
• Compliance and Quality Control: Ensure that all project documents meet compliance standards and quality control requirements.

Qualifications:

• Bachelor's degree in business, Administration, Project Management, or a related field.
• 5-6 years of experience in project coordination, document management, or administrative support.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and experience with project management software.
• Excellent organizational and multitasking skills.
• Strong attention to detail with an ability to manage multiple priorities.
• Effective communication skills and experience liaising between teams and stakeholders.
• Knowledge of Italian or Arabic will be considered a plus.
• Availability to join immediately.

What we offer:

• Salary is in the 6K-9K AED range, depending on the actual experience and CV of the candidate.
• Inclusion in a fast growing, international environment.