Senior Project Coordinator (Buildings)

Job Responsibilities:

Site Administration Management

• Lead and supervise the Site Administration team.
• Establish and maintain administrative procedures, site protocols, and office systems.
• Ensure proper management of office facilities, permits, access control, and site logistics coordination.
• Oversee records management, correspondence tracking, and filing systems.
• Ensure adherence to company policies and contractual obligations.
• Act as the first point of review for all outgoing and incoming correspondence, flagging items requiring Project Director action.

2. Document Control Management

• Lead and supervise the Document Controllers team, ensuring consistent application of document control procedures.
• Ensure proper implementation of document control procedures in line with PMC and Client requirements.
• Maintain document registers, transmittals, and tracking systems across EDMS platforms (Aconex, SharePoint, On Site App, etc.).
• Ensure proper version control, filing, archiving, and retrieval of all project documents.
• Monitor document submission timelines and ensure compliance with contractual requirements.
• Ensure all project documentation is properly stored, accessible, and audit-ready at all times.

3. Project Document Audits & Compliance

• Plan and manage internal and external project document audits.
• Ensure project documentation complies with contractual, regulatory, and quality requirements.
• Identify documentation gaps and coordinate corrective actions with Contractor and internal teams.
• Maintain audit logs and close-out records.

4. Authority Approvals & NOC Coordination (Secondary Function)

• Support the Project Director in coordinating with the Contractor to obtain required authority approvals and construction NOCs from relevant Abu Dhabi government entities.
• Maintain approval trackers and provide regular status reports to the Project Director.
• Liaise with local authorities and regulatory bodies as required to facilitate timely approvals.

5. Stakeholder & Administrative Communication

• Act as the primary administrative interface between the PMC team, Contractor, and Client on correspondence and document-related matters.
• Maintain effective communication channels across all project stakeholders.
• Facilitate authority-related meetings when required and prepare meeting records.
• Resolve administrative and document-related issues efficiently and professionally.

6. Reporting & Governance

• Prepare periodic reports on document compliance, approvals status, audit outcomes, and administrative performance for the Project Director.
• Identify process improvement opportunities to enhance team efficiency and document governance.
• Ensure proper risk management practices are applied to document control and approvals tracking.

Key Qualifications:

• Bachelor's degree in Business Administration, Engineering, or a related field.
• 5–10 years of relevant experience in project coordination, site administration, document control, or project management support.
• Strong experience in site administration management and project document control systems.
• Experience conducting project document audits and maintaining accurate project records.
• Familiarity with Abu Dhabi authority approval procedures and NOC processes.
• Knowledge of ISO 9001:2015 quality management system requirements and their implementation in project environments.
• Ability to establish project-level quality management procedures, including governance, audits, and corrective action processes.
• Strong organizational, coordination, communication, and problem-solving skills.