Project Coordinator

About the Role

Dhahran Techno Valley is seeking a Project Coordinator to establish and maintain standardized project reporting and document management across multiple projects. This full-time role is based in Dhahran, Eastern Province, and requires 2-5 years of relevant experience. The Project Coordinator will consolidate project information, prepare management reports, and ensure consistent reporting procedures and governance.

Role Purpose and Context

The primary purpose of this position is to centralize project information, prepare comprehensive management reports and dashboards, and maintain robust document control systems. The role involves tracking actions, deliverables, programs, and contractual deadlines. It requires an independent professional capable of coordinating with project managers, consultants, contractors, and internal departments to ensure accurate, timely, and reliable project information. The ideal candidate will leverage digital and AI tools to enhance efficiency and consistency.

Key Responsibilities

• Consolidate project progress, budget, schedule, milestones, and KPIs into a unified reporting dashboard and portfolio-level overview.
• Prepare weekly project status reports, executive summaries, and management presentations.
• Monitor planned versus actual progress, highlighting deviations, delays, cost variances, and critical issues.
• Verify the accuracy and consistency of project data before submission to management.
• Establish and maintain a standardized electronic document structure for records, drawings, correspondence, contracts, submittals, RFIs, and approvals.
• Administer document registers, transmittals, revision control, submission logs, and approval trackers.
• Coordinate the implementation and consistent use of the Document Management System, ensuring proper classification, naming conventions, version control, accessibility, and traceability.
• Monitor outstanding submissions, overdue approvals, and document close-out requirements.
• Schedule meetings and record minutes; maintain a centralized action tracker covering management decisions, technical issues, deliverables, and commitments.
• Follow up with responsible parties to close actions within agreed deadlines.
• Maintain a project reporting calendar and coordinate timely submission of reports and updates.
• Escalate overdue actions, missing information, and critical reporting issues to the Project Director.
• Maintain registers for contracts, bonds, guarantees, and insurances, tracking expiry dates and notice deadlines.
• Process completion certificates and coordinate with finance for invoice release.

Qualifications and Experience

• 2-5 years of experience in project coordination or a related field.
• Demonstrated ability to establish and maintain standardized project reporting and document management.
• Experience in preparing management reports and dashboards.
• Proficiency in maintaining document control systems and tracking project elements.

Required Skills

• Strong coordination and communication skills to interact with various stakeholders.
• Ability to work independently and ensure accurate, timely, and reliable project information.
• Proficiency in using digital and AI tools for efficient and consistent work processes.
• Attention to detail for verifying data accuracy and consistency.

Work Environment

This is a full-time position located in Dhahran, Eastern Province, within Dhahran Techno Valley. The role involves working collaboratively with project managers, consultants, contractors, and internal departments.