The Project Coordinator supports the Projects Director and Project Managers in the planning administration coordination and close-out of event and exhibition projects across the GCC The role keeps project information accurate and current follows up agreed actions coordinates communication among internal teams and suppliers and helps ensure that materials documents and site requirements are ready when needed The Project Coordinator does not hold overall accountability for project budget commercial approval scope changes or final delivery These remain with the assigned Project Manager or Projects Director The Coordinator identifies risks or delays early maintains clear records and escalates issues promptly nbsp
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Set up and maintain the project folder contact list programme action tracker document register and standard templates Support the Project Manager in preparing project plans milestone schedules work breakdowns and internal kick-off packs Collect project briefs drawings specifications approvals and client information check that required documents are complete and current Update project trackers and highlight missing information overdue actions dependencies and potential delays Coordinate meeting schedules and issue agendas minutes and action lists within the agreed timeframe
Coordinate the flow of briefs drawings revisions and approvals between the Project Manager design team production team client and suppliers Maintain drawing and sample registers revision status and approval records so teams work from the latest issued information Follow up technical queries material submissions samples and method statements route decisions to the appropriate manager for approval Check documents for completeness and consistency before circulation without assuming design or engineering approval authority
Prepare and maintain request-for-quotation logs purchase request trackers and supplier comparison information for management review Follow up quotations purchase orders supplier confirmations delivery dates and required supporting documents Coordinate with procurement production and logistics teams to confirm material readiness and delivery priorities Escalate supply quality cost or timing issues to the Project Manager do not approve commercial commitments unless formally delegated
Coordinate site access information permits passes inductions delivery schedules crew lists transport and accommodation requirements Prepare site files containing approved drawings contact details schedules checklists and relevant health and safety documents Support on-site communication and record progress snags instructions and completed actions Report deviations incidents access constraints or programme risks immediately to the responsible Project Manager or site lead Assist with handover dismantling and return logistics including collection of completion records and outstanding actions
Prepare regular status updates using information provided by project stakeholders covering programme approvals procurement logistics risks and actions Maintain accurate records of decisions correspondence variations and client instructions for review by the Project Manager Support invoice and cost tracking by collecting quotations delivery notes timesheets and supplier documentation flag discrepancies for review Compile handover documents snag lists completion records supplier files and lessons learned at project close-out Archive final project records in line with company procedures
Internal Projects Director Project Managers Design Production Procurement Logistics Finance and Health and Safety teams External Clients venues suppliers subcontractors freight and service providers under the direction of the Project Manager
Coordinator mayRequires Project Manager or Director approvalMaintain trackers issue routine follow-ups coordinate meetings and circulate approved information Budgets margins supplier appointment purchase commitments contract terms and payment approval Request missing information and elevate overdue actions Scope changes programme commitments client instructions and final acceptance Coordinate agreed site and logistics arrangements Technical approval safety approval major corrective action and project sign-off
Diploma or bachelor s degree in project management business administration events engineering construction or a related discipline Two to four years of experience in project coordination events exhibitions fit-out production or a similar delivery environment Working knowledge of project documentation procurement follow-up logistics and site coordination Proficiency in Microsoft Office experience with project management or document-control systems is an advantage Strong written and spoken English Arabic or another relevant regional language is an advantage Availability to work on site travel within the GCC and support projects outside normal office hours when required
Organisation and prioritisation manages multiple trackers deadlines and information streams accurately Communication and follow-up gives clear updates records decisions and follows actions through to closure Attention to detail controls document versions checks completeness and maintains reliable records Team coordination works constructively across design production procurement logistics and site teams Problem awareness recognises emerging issues gathers facts and escalates them to the right decision-maker Professional conduct handles client and commercial information with discretion and remains composed under
Diploma or bachelor s degree in project management, business administration, events, engineering, construction or a related discipline. Two to four years of experience in project coordination, events, exhibitions, fit-out, production or a similar delivery environment. Working knowledge of project documentation, procurement follow-up, logistics and site coordination. Proficiency in Microsoft Office; experience with project management or document-control systems is an advantage. Strong written and spoken English. Arabic or another relevant regional language is an advantage. Availability to work on site, travel within the GCC and support projects outside normal office hours when required.
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