Fit-out Coordinator

We are looking for an organised and proactive Fit-Out Coordinator to support tenant and contractor coordination throughout the complete Fit-Out project lifecycle, from induction through project completion.

Location: DIFC, Dubai

Position: Fit-Out Coordinator

Key Responsibilities:

Tenant & Contractor Coordination

• Provide continuous support to tenants and contractors from the induction stage through project completion.
• Guide contractors through the DIFC Fit-Out portal process and assist with portal-related queries, issues and errors.
• Monitor project status on the portal and follow up on pending actions and open steps.
• Act as a key point of contact for tenants and contractors regarding Fit-Out coordination and portal matters.
• Arrange Teams meetings or in-office support where required to resolve coordination issues.
• Schedule induction meetings involving tenants, contractors, the Fit-Out Manager and HSE team.
• Prepare and print contractor passes for Fit-Out projects.
• Follow up with contractors regarding site visit reports, violations, outstanding portal requirements and project completion feedback.

Reporting & Project Monitoring

• Prepare weekly Fit-Out updates and Minutes of Meeting (MOMs) for relevant stakeholders.
• Prepare and maintain monthly Fit-Out reports.
• Maintain accurate Excel trackers and update project monitoring records on a daily basis.
• Follow up on project documentation and outstanding actions to ensure records remain current.

Documentation & Administration

• Prepare and issue unit handover documents and retail milestones for leased units and follow up for signed copies.
• Prepare manual permits and transmittal notes as required.
• Maintain proper filing, archiving and retrieval of Fit-Out project documentation.
• Support administrative requirements including staff rosters, leave records, compensatory-off records and HR-related forms.

Candidate Profile:

We are looking for candidates with experience or strong exposure in:

Tenant & Contractor Coordination

Fit-Out / Retail Delivery Coordination

Fit-Out Portal Administration

Project Documentation & Tracking

Weekly & Monthly Reporting

Minutes of Meeting (MOM) Preparation

Permit & Transmittal Documentation

Unit Handover & Retail Milestones

MS Excel & Project Trackers

Document Control & Archiving

Stakeholder Coordination

Strong Written & Verbal Communication

Administrative & Team Support

Previous experience within Fit-Out, Facilities Management, Property Management, Retail Delivery or commercial developments would be highly relevant.

Interested Candidates

If you have experience in Fit-Out coordination, tenant/contractor support and project documentation and are looking for an opportunity in Dubai, we would like to hear from you.

Please apply through LinkedIn or share your updated CV with the recruitment team, mentioning Fit-Out Coordinator in your application.

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