Project Coordinator / Document Controller

Coordinate day-to-day project activities between internal departments, clients, contractors, vendors, and other project stakeholders. Maintain and control all project documents, drawings, specifications, procedures, reports, correspondence, and records. Manage the Master Document Register (MDR) and ensure accurate tracking of document status, revisions, approvals, and due dates. Receive, register, distribute, and archive incoming and outgoing project documentation. Prepare and issue document transmittals, submittals, correspondence, and document distribution records. Ensure only the latest approved revisions of documents and drawings are available to relevant project teams. Maintain proper revision control, document numbering, filing, and traceability in accordance with project procedures. Operate and maintain electronic document management systems such as Aconex, SharePoint, EDMS, or equivalent platforms. Follow up with engineering, procurement, quality, manufacturing, vendors, and other departments for overdue documents and required deliverables. Coordinate project meetings and prepare agendas, meeting minutes, action lists, and follow-up reports. Track project actions, milestones, deliverables, and outstanding items and provide regular status updates to the Project Manager. Assist in preparation of weekly and monthly project progress reports. Maintain project correspondence logs, technical query registers, submittal registers, and action trackers. Coordinate vendor documentation and monitor submission, review, comment, and approval cycles. Support procurement and engineering teams by tracking drawings, datasheets, certificates, manuals, inspection documents, and vendor data. Coordinate client document submissions and ensure compliance with contractual documentation requirements. Support QA/QC documentation activities, including inspection reports, certificates, NCR records, and manufacturing documentation. Compile and maintain final documentation, manufacturing record books, data books, handover dossiers, and as-built documentation. Ensure project records are properly archived and easily retrievable for audits, reviews, and project closeout. Maintain confidentiality and accuracy of project documentation and information. Support the Project Manager with administrative coordination, reporting, schedules, correspondence, and general project follow-up.

Desired Candidate Profile

Bachelor’s Degree / Diploma in Business Administration, Engineering, Project Management, Document Management, or related discipline. Previous experience as a Project Coordinator, Document Controller, or Project Administrator in an engineering, manufacturing, oil & gas, construction, or industrial environment. Good understanding of project documentation workflows, document numbering, revision control, transmittals, and approval processes. Experience maintaining Master Document Registers, drawing registers, vendor document registers, and project correspondence logs. Proficiency with Aconex, SharePoint, EDMS, or similar document management systems is preferred. Strong Microsoft Office skills, particularly Excel, Word, PowerPoint, Outlook, and Teams. Ability to coordinate effectively with engineering, procurement, QA/QC, manufacturing, vendors, clients, and contractors. Strong organizational and time-management skills with the ability to handle multiple priorities and deadlines. Excellent attention to detail and accuracy in document tracking and data entry. Strong written and verbal communication skills. Ability to prepare professional reports, meeting minutes, correspondence, and project trackers. Familiarity with technical drawings, engineering documentation, inspection records, certificates, and manufacturing documentation is an advantage. Experience preparing final project dossiers / manufacturing record books / data books is highly preferred. Ability to work independently, follow up proactively, and maintain accurate project records. NOTE: Interested candidates can share their resume to da(at)keymir-energy(DOT)com Employment Type Full-time