Fit-Out Site Project Coordinator

We are looking for an organized and proactive Fit-Out Project Coordinator to support the coordination and execution of fit-out projects in Dubai.

The ideal candidate will have hands-on exposure to fit-out site activities, subcontractor coordination, project scheduling, and architectural/MEP works. The role will involve closely following up on site progress and coordinating with internal teams, suppliers, subcontractors, and consultants to help ensure projects are completed according to schedule and required quality standards.

Requirements

Project Coordination & Site Execution

• Support the day-to-day coordination and execution of assigned fit-out projects.
• Assist in preparing, maintaining, and updating project schedules to track activities against agreed timelines.
• Coordinate site activities, manpower requirements, materials, subcontractors, suppliers, and other project resources.
• Monitor project progress against the approved program and promptly report or escalate potential delays to the Project Manager or management.
• Follow up on site works to ensure they are carried out in accordance with approved drawings, specifications, BOQ, and project requirements.
• Conduct regular site follow-ups and assist in monitoring workmanship, progress, and quality.
• Coordinate between civil, architectural, MEP, HVAC, electrical, plumbing, fire & life safety, and other specialist works to minimize clashes and delays.

Internal Team Coordination

• Act as a key coordination point between the site team and the company's internal departments.
• Liaise closely with the design, procurement, sales, commercial, accounts, and management teams to support smooth project execution.
• Provide timely updates regarding project requirements, site progress, delays, material requirements, and outstanding issues to the relevant internal teams.
• Follow up on information, approvals, and decisions required by the site team to avoid delays.
• Coordinate with the procurement team regarding material and equipment requirements and follow up on deliveries according to the project schedule.

Subcontractor & Supplier Coordination

• Coordinate and follow up with subcontractors, suppliers, and specialist contractors regarding scheduled site activities.
• Monitor subcontractor activities against approved schedules, drawings, specifications, and quality requirements.
• Track manpower availability and work progress on site.
• Identify delays, coordination issues, or performance concerns and report them to the Project Manager or management for appropriate action.
• Coordinate and follow up on material deliveries to ensure required materials are available according to the project schedule.

Project Schedule & Progress Monitoring

• Assist in preparing and regularly updating project schedules, work programs, and progress trackers.
• Monitor critical and time-sensitive activities and follow up with the responsible parties.
• Maintain an updated tracker of pending activities, materials, approvals, inspections, client decisions, and other outstanding items.
• Promptly escalate potential delays or risks that may affect the project timeline.
• Follow up with relevant teams and contractors to support achievement of project milestones and the committed handover date.
• Assist in coordinating recovery actions when project activities fall behind schedule.

Quality, Safety & Compliance

• Monitor site activities and report any works that do not comply with approved drawings, specifications, authority requirements, or applicable regulations.
• Coordinate required inspections, testing, commissioning, and approvals with the relevant parties.
• Support compliance with company and project HSE requirements and report any observed safety concerns.
• Track identified defects and follow up on rectification works prior to project handover.

Client & Consultant Coordination

• Attend site meetings with clients, consultants, contractors, and other project stakeholders as required.
• Maintain professional and timely communication with clients and consultants regarding project coordination matters.
• Coordinate responses to site-related queries and follow up with the responsible parties.
• Track consultant comments, inspections, approvals, and outstanding requirements.
• Maintain organized records of project correspondence, meeting notes, site instructions, approvals, and related documentation.

Handover & Project Closure

• Coordinate and track the snagging and de-snagging process.
• Support final inspections and follow up on outstanding completion activities.
• Track outstanding works and coordinate with relevant contractors and teams for completion prior to handover.
• Coordinate testing and commissioning activities for relevant systems.
• Follow up on the collection and submission of as-built drawings, warranties, manuals, certificates, and other required handover documents.
• Support the Project Manager and project team in completing the handover process within the agreed timeline.

Benefits

• Bachelor's degree or diploma in Civil Engineering, Architecture, Construction Management, or a related field.
• Minimum 2-4 years of relevant fit-out/site coordination experience, preferably within the UAE.
• Experience in commercial, retail, hospitality, and/or healthcare fit-out projects is preferred.
• Good understanding of architectural and MEP coordination and general fit-out site activities.
• Ability to read and understand construction drawings, specifications, and BOQs.
• Good knowledge of project schedules, site documentation, material coordination, and project follow-ups.
• Strong coordination, communication, organizational, and problem-solving skills.
• Ability to coordinate multiple subcontractors, suppliers, and site activities simultaneously.
• Proficiency in MS Office and project scheduling/tracking tools.
• UAE driving license is preferred.