Project Coordinator (Technical FFE)

The Technical FF&E Coordinator is responsible for the technical coordination, detailing, specification accuracy, and execution readiness of all FF&E items across projects. The role ensures that FF&E designs are buildable, compliant, correctly detailed, coordinated with site conditions, and aligned with procurement and installation requirements, bridging the gap between design intent and on-site execution.

Key Responsibilities & Requirements

1. FF&E Technical & Coordination Skills

Strong experience in preparing FF&E cut sheets, including furniture, loose items, lighting, fabrics, finishes, and accessories.

Ability to review and verify supplier specifications against approved project standards, drawings, and BOQs.

Issue clear and accurate specifications to suppliers based on approved design intent and project requirements.

Prepare, update, and maintain FF&E material schedules throughout all project stages.

Maintain and regularly update master FF&E trackers and logs.

2. Materials & Library Management

Manage the FF&E material library, including:

Weekly checks and updates

Proper labeling, coding, and filing

Tracking approvals, revisions, and discontinued items

Maintain materials logs (submitted / approved / rejected / pending).

Ensure all samples, mock-ups, and approvals are properly recorded and traceable.

3. Documentation & Document Control

Full responsibility for FF&E documentation control, including:

Submittals, approvals, RFIs, correspondence, and revision control

Filing according to company and project standards

Maintaining document registers and version history

Ensure all FF&E documents are accurate, updated, and issued on time.

Coordinate document flow between design, procurement, site, and suppliers.

4. Supplier Coordination & Follow-Up

Communicate directly with FF&E suppliers and manufacturers.

Follow up on:

submissions

Samples

Approvals

Lead times and delivery schedules

Provide weekly follow-up reports and updates to the FF&E team and line manager.

5. Meetings & Reporting

Prepare and maintain Minutes of Meeting (MoM) related to FF&E.

Track action items and ensure timely closure.

Participate in coordination meetings with:

FF&E team

Procurement

6. Coordination & Teamwork

Work closely with the FF&E team and line manager to ensure:

Smooth internal communication

Alignment between design, procurement, and execution

Support team members with updated information, documents, and reports.

Proactively flag risks, missing information, or delays related to FF&E.

7. Organization & Personal Skills

Highly organized, detail-oriented, and structured in work approach.

Strong ability to manage multiple tasks and deadlines.

Professional communication skills (emails, reports, follow-ups).

Ability to work under pressure and meet tight project timelines.

8. Reporting & Tracking

Update and maintain:

FF&E master sheets

Weekly logs and trackers

Status reports (submitted / approved / pending)

Prepare weekly FF&E status reports for internal review