Administrative Coordinator

Administrative Coordinator - Construction

About the Role

We are seeking an experienced, organised, proactive, and detail-oriented Administrative Coordinator with at least seven years of hands-on experience supporting construction or engineering consultancy projects .

The successful candidate must have practical experience coordinating project activities, monitoring authority approvals, tracking submission and resubmission deadlines, managing project documents, and providing Project Management Office (PMO) support.

Hands-on experience maintaining RFI and NCR registers, following up with consultants and contractors, and tracking outstanding actions across multiple active projects is essential.

Strong skills in Microsoft 365, advanced Excel, and AI tools are required. Experience with Autodesk Construction Cloud is an advantage.

Duties & ResponsibilitiesProject Coordination and PMO Support

• Coordinate daily project activities and communication between management, consultants, engineers, contractors, clients, and other project stakeholders.
• Maintain project schedules, milestone trackers, deliverable registers, and action lists.
• Monitor deadlines, follow up on outstanding tasks, and escalate delays or missing information promptly.
• Prepare meeting agendas, minutes, and action lists, recording responsible persons and completion dates.
• Prepare weekly progress summaries and management reports covering project status, pending decisions, overdue actions, and upcoming deadlines.
• Coordinate multiple active projects while maintaining accuracy and meeting strict deadlines.

Authorities, NOCs and Approvals

• Maintain registers for No Objection Certificates (NOCs), building permits, and other project approvals.
• Track submissions, review comments, required amendments, resubmissions, approval dates, and expiry or renewal dates where applicable.
• Follow up with consultants and responsible team members on outstanding authority requirements and responses.
• Coordinate approval-related correspondence involving relevant authorities and master developers, such as Dubai Municipality, Dubai Civil Defence, Trakhees, and other applicable entities.
• Check submission packages for administrative completeness, correct document references, and current revisions before issue.
• Keep management informed of approval status and matters that may affect project deadlines.

Document Control, RFIs and NCRs

• Maintain organised electronic records for drawings, specifications, correspondence, technical submissions, approvals, and project reports.
• Apply consistent document numbering, naming, revision control, filing, and distribution procedures.
• Maintain incoming and outgoing correspondence registers and document transmittals.
• Track Requests for Information (RFIs), including issue dates, response deadlines, responsible parties, and outstanding responses.
• Track Non-Conformance Reports (NCRs), corrective actions, supporting records, and closure status confirmed by the responsible engineers.
• Ensure project teams can access the correct current documents and maintain a clear record of previous revisions.

Reporting, Systems and Administration

• Build and maintain Excel trackers for project progress, approvals, submissions, actions, and cost information supplied by the project and commercial teams.
• Use PivotTables, XLOOKUP/VLOOKUP, and conditional formatting to organise information and highlight overdue items or variances.
• Use Microsoft 365 to manage correspondence, reports, meetings, shared files, and team coordination.
• Use company-approved AI tools to assist with drafting, meeting summaries, reporting, and administrative tasks, checking accuracy before circulation.
• Support project-related scheduling, correspondence, presentations, and general office administration.
• Handle project and company information professionally and confidentially.

Qualifications and Education Requirements

• Diploma or bachelor’s degree in Engineering, Construction Management, Project Management, Business Administration, or a related discipline. Equivalent relevant professional experience may also be considered.
• Strong understanding of construction documentation, project coordination, and document control procedures.
• Excellent organisational skills, attention to detail, and professional written communication.
• Ability to prioritise work, follow up independently, and coordinate effectively with technical and management teams.

Experience

• A minimum of 7 years of relevant experience in construction, engineering consultancy, project management consultancy, or a closely related project environment.
• Demonstrated experience in project coordination, document control, and PMO or project administration support.
• Practical experience tracking authority approvals, submissions, resubmissions, and project deadlines.
• Experience maintaining RFI, NCR, technical submittal, and correspondence registers.
• Experience supporting several projects simultaneously.
• UAE construction or engineering consultancy experience is preferred.

Required Software and Technical Skills

• Advanced Microsoft Excel: PivotTables, XLOOKUP/VLOOKUP, conditional formatting, and practical project tracking.
• Microsoft 365: Excel, Word, Outlook, Teams, and shared document management tools such as SharePoint.
• Practical familiarity with AI tools for administrative, reporting, and coordination tasks.
• Ability to learn and use company project management and document control systems.

Preferred Skills

• Experience with Autodesk Construction Cloud .
• Experience with MRI Evolution , where relevant to the company’s operations.
• Familiarity with Dubai authority and master developer approval workflows.
• Experience preparing management dashboards and improving project reporting processes.

Language Requirements

• Strong spoken and written English.
• Tagalog proficiency: include as required or preferred if needed for the role’s day-to-day communication.

Benefits

• Monthly salary: AED 3,000–5,000, depending on relevant experience and qualifications.
• Employment visa: Company-sponsored UAE employment visa.

How to Apply

Please apply through Indeed with an updated CV highlighting:

• Your relevant construction or engineering consultancy experience.
• Your responsibilities in project coordination, authority approvals, and document control.
• The project management and document control software you have used.
• Your notice period or earliest available joining date.

Shortlisted candidates may be invited to Interview.

Pay: AED3,000.00 - AED5,000.00 per month

Application Question(s):

• Have you personally maintained authority approval trackers covering submissions and resubmissions, together with RFI and NCR registers, on construction projects?
• Do you have at least seven years of experience in project coordination, document control, or PMO support within construction or engineering consultancy?

Experience:

• Construction project coordination: 7 years (Required)

Language:

• Tagalog (Required)

Work Location: In person