Project & Procurement Coordinator

Responsibilities:

1. Management of all project documentation - receiving files, development of documents, designing of templates, storage of information for easy retrieval.
2. Distribution of project documents and information to team members when required.
3. Maintain security of confidential documents.
4. Creating and maintaining a database of all project staff and organization chart.
5. Management of staff replacement and changes as per project requirements.
6. Assist project manager in preparation of quotations.
7. Monitoring project progress and creating project status reports - daily, weekly, monthly for submissions.
8. Prepare material and expense requests and proactively follow up with the purchase team on site deliveries.
9. Providing detailed updates to project managers or other stakeholders.
10. Managing project management documents such as the project plan, budget, schedule, or scope statement, handover documents, RFIs, submittals, PPMs as directed by the project manager.
11. Contributes to the maintenance and updating of internal process documentation. Assists in developing and maintaining project management best practices. Identifies and recommends process improvements.
12. Update landscape tasks on CAFM for applicable projects.
13. Prepare, arrange and participate in client meetings. Prepare and submit MOMs.
14. Collecting and analyzing data associated with projects undertaken, and reports on project outcomes.
15. Collection of month-end time sheets and submission of supporting documents with invoices.
16. Preparation of temporary/permanent gate passes when required.
17. Submission of LOA documents on the portal or email and follow up with end user for receiving LOA.
18. Inter-department coordination for executing administrative and operational work.
19. Support team members when implementing risk management strategies.
20. Collaborating with the graphics department for drawing submission.
21. Plan and manage team goals, project schedules, and new information.
22. Supervise current projects and coordinate all team members to keep workflow on track.
23. Responding to client enquiries and resolving problems concerning contracts, services, and projects.
24. Proactively identify risks and delays and report to line management on project bottlenecks requiring attention and implementing their decisions.
25. Analyze project progress and, when necessary, adopt corrective or remedial measures to preserve timelines.
26. Collect and register all technical documents such as drawings and blueprints in the company’s system.
27. Study and review project contract and scope of work to understand project expectations.
28. Ensure that the project deadlines are met.
29. Arrange required HSE inductions, work permits, access passes, medical tests for site team and coordinate with team.
30. Achieve organizational goals while adhering to standards and best practices.
31. Any other responsibility as assigned by the Line Manager.

Job Types: Full-time, Permanent, Contract
Contract length: 24 months

Pay: AED2,000.00 - AED4,000.00 per month