Project Coordinator

Overview

The Project Coordinator will handle coordination and management of diverse site-based administrative functions. This role involves overseeing office infrastructure, managing office equipment, supporting site personnel, coordinating cleaning services, interfacing with third-party labor suppliers, handling site purchasing, and maintaining financial records.

Key Responsibilities

• Provide administrative support to the site management team including the General Manager Service, Outage Managers, and Field Service Engineers.
• Manage site end-user requirements from the outage manager such as creating purchase requisitions (PR), securing approvals, conducting technical evaluations, and processing goods receipts (GRs) or service entry sheets (SES) post-delivery.
• Coordinate issuance of gate passes and personal protective equipment (PPE).
• Manage personnel time sheets and address HR and IT queries related to site staff.
• Organize hotel stay, transportation, and meals for site personnel.
• Oversee subcontracts coordination, including timesheets, HSE (Health, Safety, Environment) and PPE compliance, and gate passes.
• Handle emergency procurement requirements using petty cash for tools and consumables.
• Ensure completion and system recording of all protocol sheets for use in outage reports and ensure approval and availability of lifting plans onsite.
• Distribute method statements and risk assessments related to daily tasks.
• Provide archived drawings and technical specifications to the team.
• Communicate newly created onsite documentation with the Integrated Management System (IMS) for recording and future reference.
• Liaise with plant management by submitting daily progress reports and maintaining an archive of outage reports.
• Act as liaison and record keeper between the outage manager and plant for any out-of-scope work requests while ensuring procedural compliance and commercial considerations.
• Offer general administrative support to the outage manager to maximize their onsite presence.
• Manage site office services like WiFi, printers, stationary, and basic supplies.
• Coordinate with the Dubai workshop as required for each outage.
• Conduct final checks to ensure all in-country stay durations are respected and coordinate flight and transfer bookings.

Policies and Compliance

Adhere to all organizational and departmental policies, standard operating procedures, and instructions to maintain quality and consistency in work. Comply fully with health, safety, security, and environmental protocols to safeguard employees and ensure environmental compliance.

Qualifications and Experience

• Bachelor’s degree in engineering or equivalent as minimum educational qualification.
• At least 2 years of experience in a similar coordinator role.

Skills and Competencies

• Excellent communication skills for effective coordination and interaction.
• Strong organizational and planning capabilities.
• Proficient with computer applications pertinent to administrative tasks.
• Ability to operate efficiently under stressful and time-sensitive conditions.
• Fluency in both Arabic and English languages is required.