Project Coordinator cum Document Controller

Emirates Electrical & Instrumentation Company LLC is a proud member of the Ghobash Group. For almost 20 years, we have made vital contributions to the Oil & Gas sector of the UAE, executing both onshore and offshore projects. Abu Dhabi National Oil Company (ADNOC) is one of our main clients along with Tier 1 and Tier 2 EPC contractors in this sector. We have the expertise to carry out full EPC&M services for electrical and instrumentation works and bring our intrinsic knowledge to measure and automate exploration, production, separation, refining processes, and distribution through our localized services.

Overall responsibilities:

• Work closely with Project Manager and provide day-to-day support in performing various project coordination activities and liaison with ADNOC PMT, engineering consultant, project management team, site construction personnel and subcontractors.
• Schedule meetings with ADNOC PMT, Engineering Consultant, Subcontractor, Suppliers and participate in weekly, bi-weekly, and other meetings with ADNOC PMT and Engineering Consultant and prepare and follow up on minutes of meeting.
• Manage project incoming and outgoing letters and upload various documents in ACONEX EDMS, update documents register for Engineering, Procurement and IFC and coordinate with client focal personnel for Document Control and Administrative functions. 
• Circulate project letters to project team and concerned personnel.
• Perform various support services tasks related to secretarial, clerical, and administrative.

Day to day responsibilities

• Schedule project management meetings and participate in daily, weekly, bi-weekly, and monthly progress review meetings. Record minutes of meeting, distribute to concerned personnel, follow up and update the response to discuss for next meeting.
• Liaison and interface between ADNOC PMT, Engineering Consultant and EEIC Project Management team for coordination and support for ongoing project issues.   
• Coordinate with Planning Engineer for updates on Engineering, Procurement and Construction, collect and compile input and prepare PowerPoint presentation for ADNOC meetings.
• Coordinate with Senior Document Controller withing EEIC and get familiar with Document Control Procedure of EEIC, ADNOC PMT and subcontractors / suppliers. 
• Coordinate and follow up with Engineering Consultant for receiving engineering deliverables and upload in ACONEX EDMS system. Update and maintain various revisions of documents through EDMS and closely coordinate with Document Controller from Engineering, and ADNOC PMT on documents receiving and submissions.
• Circulate incoming letter from ADNOC to concerned project management team personnel, maintain register for letters to be responded to ADNOC and follow up with concerned personnel to submit reply to ADNOC and keep track of the outstanding replies register.
• Coordinate with vendors and suppliers for VDDR List and update accordingly in EDMS.
• Provide secretarial and clerical support to Project Manager and Senior Project Engineers in scheduling the key meetings, documents signatures, submission of documents and retrieving documents from EDMS.
• Coordinate and close liaison with Executive Secretary and Document Controller from ADNOC PMT.
• Provide administration support to Project Management team / office and ensure that necessary facilities are provided to ADNOC PMT. This requires looking after office boy and ensure that pantry items are available for refreshments. Order refreshments as and when required for meetings or as required by ADNOC PMT.
• Participate in internal project audits, ADNOC PMT audits and third-party audits and maintain project documents as per procedure established and in compliance to ISO.

• Minimum Bachelor Degree in Business Administration / Arts, 03-04 years experience in coordination and document control role in corporate or contracting environment in construction preferably oil & gas, power and utility sector.

  Experience Requirements:

• Experience level: 03-04 years
• 02 years’ or more experience in an EPC contracting companies, OEM’s in oil & gas, power and utilities sector.
• Proven experience in coordination, secretarial, document control
• Proficient in MS Office (Word, Excel, Power Point)

   Skills & Professional Requirements:

• Working knowledge of EDMS / SAP / ARIBA or other online portals from Clients, OEMS’s, ADNOC
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Maintaining ISO documentation, record keeping, suppliers / manufacturers data bank record.

   Attributes and Behaviours:

• Flexible and adaptive approach to work
• Self-starter and self-motivated person who can demonstrate use of initiative
• Enquiring mind-set, identifies efficiencies and improvements
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Strong interpersonal and organization skills
• Maintaining Integrity and confidentiality