# Document Controller / Project Coordinator

**Company:** [White Spot Facilities Management Services LLC](null/companies/6XBcCt3gdRo4q2pionPdTH.md)
**Location:** Dubai, United Arab Emirates
**Workplace:** on site
**Employment type:** Full-time
**Department:** Fit-Out & Contracting

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## Description

### Key Responsibilities

-   Establish and maintain an organized project document-control system.
-   Maintain records of drawings, specifications, submittals, approvals, correspondence, reports and other project documents.
-   Control the receipt, distribution, revision and filing of drawings and technical documents.
-   Ensure site teams are working from the latest approved drawings and revisions.
-   Maintain document registers and track outstanding submissions/approvals.
-   Coordinate documentation between Project Managers, Site Engineers, QA/QC, Procurement, subcontractors, consultants and clients.
-   Prepare and maintain project correspondence, letters, transmittals and supporting documentation.
-   Coordinate meeting schedules, invitations and meeting arrangements.
-   Prepare meeting agendas where required and assist with Minutes of Meeting (MOM).
-   Maintain action trackers and follow up responsible parties on outstanding meeting actions.
-   Support the project team in preparing weekly/monthly progress documentation.
-   Maintain records of RFIs, material submittals, method statements, inspection requests, NCRs and approvals, where applicable.
-   Coordinate material requirements with the site and Procurement teams.
-   Prepare/coordinate material requests and purchase-related documentation.
-   Follow up material orders, delivery status and outstanding requirements.
-   Maintain records of material approvals, purchase requests, delivery notes and related documentation.
-   Maintain subcontractor documentation and project-related records.
-   Assist in maintaining snagging/de-snagging trackers and project completion documentation.
-   Support preparation of handover documents, warranties, certificates and close-out records.
-   Maintain both electronic and physical project files in an organized manner.
-   Ensure confidentiality and proper control of sensitive project information.
-   Provide general project administration and coordination support to the Project/Site Manager.