Projects Coordination Assistant

Job Purpose: Provides day-to-day project coordination and executive administrative support to the Vice President Operations across the IHCC project portfolio. Coordinates meetings, calendars, emails and operational correspondence; facilitates timely communication between project teams and Head Office functions; and maintains clear records of requirements, decisions, approvals and follow-up actions. The role consolidates project updates, monitors outstanding commitments and escalates delays or cross-functional bottlenecks to the appropriate owners and the Vice President Operations, supporting effective decision-making and smooth project execution without assuming project management or approval authority. Key Responsibilities: VP Operations Office & Email Coordination Manage the Vice President Operations' operational email inbox as delegated; triage correspondence, route requests and follow up on pending responses. Coordinate the Vice President Operations' calendar and meetings, including invitations, attendance confirmations, briefing material and logistics. Prepare routine correspondence and briefing material, organise supporting documents and maintain confidentiality of sensitive information. Meetings, Minutes & Action Follow-up Arrange client meetings, weekly project coordination sessions and management reviews involving Operations, Procurement, Finance, Design and project teams. Prepare agendas, minutes of meeting (MoM) and action trackers, recording key decisions, action owners and deadlines. Follow up on agreed actions and closure evidence; escalate overdue or unresolved matters to the Vice President Operations. Cross-Project & Functional Coordination Coordinate information requests, clarifications and project updates between Head Office and site teams. Coordinate requirements and follow-ups with Procurement, Finance, Design and project teams, tracking hand-offs and deadlines. Facilitate weekly or ad hoc cross-functional follow-ups, including meetings with the COO and relevant functional representatives when requested by the Vice President Operations. Project Requirements, Approvals & Issue Tracking Maintain tracking registers for project requirements, approvals, commitments, action items and outstanding information, identifying responsible parties and expected completion dates. Monitor outstanding procurement and finance-related bottlenecks, delayed approvals and unanswered project requests; seek status updates and escalate matters requiring management intervention. Coordinate resolution follow-up with the designated project or functional owner while ensuring that technical, financial and contractual decisions remain with authorised personnel. Stakeholder Communication & Coordination Improvement Communicate meeting arrangements, decisions, information requests and follow-up reminders to internal stakeholders and external parties when authorised. Maintain professional and responsive contact with clients and their representatives for coordination and scheduling matters, referring commercial or technical questions to designated owners. Support more efficient follow-up and reporting through consistent templates, shared trackers and appropriate use of Microsoft Office and approved project coordination tools. Qualification & Experience: Bachelor's degree or diploma in Business Administration, Project Management, Engineering or a relevant discipline; equivalent relevant coordination experience may be considered. Advanced proficiency in Microsoft Outlook, Excel, Word and PowerPoint; ability to maintain professional correspondence, project action registers and consolidated status reports. Training or certification in project coordination, office administration or document control is an advantage. Strong professional written and spoken English is required; Arabic is an advantage. 5 - 8 years of relevant experience in project coordination, executive support or cross-functional administration, preferably within construction, design-build or project-based organisations. Demonstrated experience arranging management/client meetings, maintaining minutes and action trackers, coordinating project information, handling sensitive emails and following up with multiple stakeholders. Familiarity with collaborative project-tracking or reporting tools such as ClickUp, Power BI and ERP systems is advantageous. Show more Show less