Project Coordinator

Job Description

Role Overview

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

• Microsoft Project And Primavera P6

• Power BI

• SharePoint And 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

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