Job Title: Project Coordinator / Engineering & Procurement Support
Location: Dubai – United Arab Emirates
Department: Projects / Procurement
Reports to: Project Manager / General Manager
Job Summary:
The Project Coordinator – Engineering & Procurement Support is responsible for coordinating end-to-end project activities, procurement operations, and logistics, while also supporting pre-sales and tender-related functions. This role ensures accurate project execution, timely purchase and delivery of materials, vendor coordination, document control, and administrative support across departments. The ideal candidate is detail-oriented, proactive, and experienced in handling both technical and commercial aspects of engineering projects.
Key Responsibilities:
Project & Engineering Support:
- Assist Project and Engineering teams in tracking project schedules, milestones, and deliverables.
- Prepare and maintain logs for drawings, material submittals, RFIs, MOMs, and project documentation.
- Coordinate with site engineers and clients to support timely execution and handover.
Client & Account Coordination:
- Forward client Purchase Orders (POs) and approved BOQs to the Accounts Team for invoicing.
- Ensure progressive installation and final project documentation are signed by the client and submitted for invoicing.
- Upload invoices to client portals and coordinate invoice submissions.
- Raise payment requests to the Accounts Team and share proof of payment with suppliers.
Procurement & Vendor Management:
- Issue Purchase Orders (POs) as per approved BOQs and project budgets.
- Negotiate pricing and delivery terms with suppliers to ensure cost efficiency.
- Handle credit applications with vendors as required.
- Track and follow up on supplier delivery schedules, invoices, and compliance with order terms.
Logistics & Shipping Coordination:
- Manage inbound and outbound logistics including international shipments.
- Prepare shipping/export documentation such as commercial invoices, packing lists, and Certificates of Origin.
- Coordinate with freight forwarders, customs brokers, and logistics partners to ensure smooth import/export processing.
- Oversee receipt and timely delivery of goods/services to clients.
Returns, Demos & Asset Handling:
- Raise Return Merchandise Authorizations (RMAs) for faulty units and follow up until replacements are received.
- Coordinate demo unit requests with the Technical Team and ensure their timely return in good condition.
- Maintain records of demo equipment and returns.
Pre-Sales & Tendering Support:
- Coordinate with the Pre-Sales Team to ensure timely submission of technical and commercial proposals.
- Follow up on pending proposals and tender requirements with internal teams.
- Support company registration processes as a supplier/vendor for new tender opportunities, including document collation and submission on client portals.
Documentation & Reporting
- Assist the Accounts Team by project status update.
- Ensure weekly reports are submitted by the end of each week.
- Submit requested reports and documents to the Managing Director as needed.
Required Qualifications and Skills:
- Bachelor's degree or diploma in Engineering, Supply Chain, Business Administration, or a related field.
- Minimum 3 years of experience in project coordination, procurement, and logistics in a technical environment.
- Knowledge of BOQ-based purchasing and engineering documentation.
- Understanding of international and local shipment procedures and Incoterms.
- Experience handling payments, vendor documentation, and supplier onboarding.
- Familiarity with tendering processes and pre-qualification documentation.
- Proficient in MS Office (Excel, Word, Outlook); ERP/procurement systems experience is a plus.
- Strong communication, organization, and follow-up skills.
- Ability to manage cross-functional coordination under tight deadlines.
Preferred Skills:
- Experience in ELV, MEP, ICT, or systems integration projects.
- Knowledge of UAE customs regulations, export/import documentation, and supplier registrations.
- Technical document reading and BOQ understanding.
- Experience working across Pre-Sales, Procurement, and Engineering teams.
