Project Coordinator

Job Description

Project Coordinator – Client Side (F&B, Leisure & Fit-Out Projects)

Location

Dubai, UAE

Reporting To

Project Manager / Senior Project Manager

Role Overview

We are seeking a highly organized and tech-savvy Project Support Coordinator to assist the Project Management team on client-side F&B, leisure, hospitality, fit-out, and construction projects.

The role will support project delivery through technical coordination, document management, reporting, procurement support, commercial tracking, and stakeholder coordination while leveraging modern AI tools and digital platforms to improve efficiency, reporting quality, and project controls.

The ideal candidate should possess strong analytical and organizational capabilities, excellent communication skills, and the ability to manage multiple workstreams in a fast-paced project environment.

Key Responsibilities

Project Coordination & Administration

• Support the Project Manager in coordinating multiple projects from design through execution and handover.
• Track project deliverables, schedules, approvals, risks, and action items.
• Coordinate with consultants, contractors, suppliers, operators, and internal stakeholders.
• Prepare meeting agendas, minutes, and follow-up trackers.
• Maintain organized project documentation, correspondence logs, and filing systems.
• Assist in monitoring project progress against timelines and key milestones.

Technical & Commercial Support

• Assist in preparation of draft RFPs, tender documentation, and scope summaries.
• Support review and comparison of BOQs, quotations, and contractor submissions.
• Assist in tracking payment applications, variations, invoices, and procurement logs.
• Support coordination and review of drawings, specifications, and consultant deliverables.
• Maintain trackers for RFIs, submittals, approvals, and change management items.

Reporting & Dashboard Management

• Compile drafts
• Weekly and monthly project reports
• Progress dashboards
• Commercial and budget trackers
• Procurement status reports
• Risk and action trackers
• Executive summaries and presentations
• Assist in preparing clear visual reports for management and stakeholders.
• Support data analysis and reporting accuracy across projects.

AI & Digital Tools Integration

• Utilize AI tools and digital platforms to improve project administration and reporting workflows.
• Use AI-assisted applications for:
• Drafting reports and meeting minutes
• Summarizing project updates
• Organizing project data
• Preparing dashboards and presentations
• Supporting BOQ and document review
• Tracking project progress and deliverables
• Support implementation of digital project management and document control systems.
• Identify opportunities for automation and process improvement using AI-enabled tools.

Preferred Software & Tools

Experience with some or all of the following is preferred:

• Microsoft Office Suite (Excel, Word, PowerPoint)
• Microsoft Project / Primavera P6
• Power BI
• ChatGPT / Microsoft Copilot
• Procore / Autodesk Construction Cloud
• SharePoint / Document Management Systems
• Teams’ collaboration platforms

Qualifications & Experience

• Bachelor’s degree in Engineering, Architecture, Construction Management, Project Management, or related field.
• 2–5 years of experience in project coordination, project support, PMO, or construction administration roles.
• Experience in F&B, hospitality, fit-out, retail, leisure, or construction projects is preferred.
• Client-side, consultancy, or developer-side experience is advantageous.

Skills & Competencies

• Strong organizational and coordination skills
• Good commercial and analytical understanding
• Ability to manage multiple tasks and deadlines
• Strong communication and stakeholder management skills
• Attention to detail and problem-solving mindset
• Strong reporting and presentation capabilities
• High proficiency in digital tools and willingness to adopt AI technologies
• Ability to work independently and collaboratively in fast-paced project environments

Key Attributes

• Detail-oriented and proactive
• Tech-enabled and process-driven
• Strong follow-up and accountability
• Adaptable and solution-oriented
• Collaborative with a positive attitude

Preferred Industry Exposure

Experience supporting projects within:

• F&B and restaurant developments
• Hospitality and leisure projects
• Interior fit-out and retail rollouts
• Multi-site project coordination
• Construction and refurbishment projects