Project Coordinator cum Secretary - Dubai, United Arab Emirates - Talent Pal

Description

We are looking for a responsible Project Coordinator/Secretary to administer and organize all types of projects from simple activities to more complex plans and who can handles administrative tasks for the project manager and team members to keep the project running smoothly. This may include ordering equipment and supplies managing deadlines and workflow and scheduling meetings and appointments.

Project Coordinator cum Secretary responsibilities include:

Contracts Documentations for BEL and BSSL

(Contracts / Agreements Documentations preparations filing and submitting FM Contracts coordination with OAs and clients (mails and calls) Responsible for all the LPOs related AMC for Soft Services and MEP Services Specialized contracting. (Issuing)and LPOs for material request as required Preparation of FM / Cleaning Services Proposal/Quotation/Tenders)

EOL (End of Lease)

Receives mails from Clients Portal Raising Ticket (Work Order) thru CAFM for new RFQ /Tender Circulate RFQs to Civil Team (via mail or whatsapp group) RFQs to be converted to Excel format and give to Estimation Team RFQs Portal Tender Uploading from Estimation Team Inputs Work Completion report Preparation and Submission Invoice submission Payment Follow up if required) EOL Tender Tracker Raising Ticket thru CAFM for new RFQ EOL Quotation from Estimation Team inputs Completion report and Invoice submission

Coordinate with all the clients and facilitate smooth execution of the contracts. Be the single point of contact for all the clients with respect to contractual documentation.

Business Excellence/Management Meetings (ISO Documentation and coordination with the consultant for auditing. ISO Documents coordination with all the sites Documentation Support Operations Review Meeting Presentation preparation in coordination with each Department Letters and Minutes of Meetings

Developing and maintaining filing systems to maintain sales records and project details.

Coordinating project schedules resources equipment and information

Liaising with clients to identify and define project requirements scope and objectives

Ensuring that clients needs are met as the project evolves

Analyze risks and opportunities

Oversee project procurement management

Monitor project progress and handle any issues that arise

Act as the point of contact and communicate project status to all participants

Work with the Project Manager to eliminate blockers

Use tools to monitor working hours plans and expenditures

Issue all appropriate legal paperwork (e.g. contracts and terms of agreement)

Create and maintain comprehensive project documentation plans and reports

Ensure standards and requirements are met through conducting quality assurance tests

Qualifications:

Bachelors in Business Administration or associate degree in project management or similar.

A completed course in facilities management will be advantageous.

Additional Qualification/Training:

An ability to prepare and interpret flowcharts schedules and stepbystep action plans

Solid organizational skills including multitasking and timemanagement

Strong clientfacing and teamwork skills

Familiarity with risk management and quality assurance control

Strong working knowledge of Microsoft Project and Microsoft Planner

Experience:

A minimum of 56 years of experience in facility management coordination and project management.

Proven work experience as a Project Coordinator or similar role.

Experience in project management from conception to delivery

**Salary Based on Experience**

Job Type: Fulltime

Salary: AED AED per month

Application Question(s):

• Are you in Dubai.
• Are you willing to join immediately.

Experience:

• Project Coordinator cum Secretary: 6 years (Preferred)