Technical Services & Projects Coordinator

The Technical Services & Projects Coordinator provides operational and administrative support to the Technical Services & Projects function across the company's hotel portfolio. The role coordinates project documentation, engineering reporting, commercial administration, payment reviews, executive reporting and departmental follow-up to ensure projects, technical operations and compliance activities are delivered efficiently. Working closely with hotels, consultants, contractors and internal stakeholders, the Coordinator maintains accurate records, monitors project progress, prepares reports and supports the Vice President in managing departmental priorities.

Key Job Responsibilities : 

1. Department Coordination & Follow-Up

• Coordinate day-to-day administrative activities for the Technical Services & Projects department.

• Maintain departmental action trackers, ensuring all tasks, commitments and deadlines are monitored and followed through to completion.

• Follow up with hotels, consultants, contractors and internal stakeholders on outstanding actions and submissions.

• Prepare meeting agendas, record meeting minutes and monitor the completion of agreed action items.

• Maintain the departmental calendar, including project milestones, audits, inspections and statutory deadlines.

2. Project Coordination & Document Control

• Maintain project documentation, registers and document control systems across all projects.

• Track project milestones, deliverables and critical deadlines, ensuring timely follow-up with responsible parties.

• Coordinate project close-out documentation, snagging lists and completion records.

• Ensure project documentation is accurately filed, version controlled and readily accessible.

3. Hotel Engineering Support

• Act as the primary coordination point for hotel engineering departments on reporting and administrative matters.

• Collect, review and consolidate engineering reports submitted by properties.

• Maintain portfolio trackers covering engineering KPIs, preventive maintenance, statutory compliance, utilities consumption and capital expenditure.

• Identify missing, incomplete or inconsistent information and coordinate timely resolution with the relevant stakeholders.

• Support technical audits, inspections and site visits by coordinating schedules and documentation.

4. Commercial Administration & Payment Coordination

• Receive and maintain records of contractor and consultant payment applications, invoices and payment certificates.

• Conduct initial reviews to ensure submissions comply with contractual terms and approved documentation before VP review.

• Verify supporting documentation including purchase orders, approved variations, progress certifications and contractual requirements.

• Prepare payment summaries and recommendations for management review.

• Maintain payment trackers, including certified values, retention balances, advance recoveries and remaining contract values.

• Coordinate with Finance and Procurement to monitor payment processing and resolve outstanding matters.

5. Reporting, Analysis & Presentations

• Prepare departmental reports, dashboards, presentations and executive summaries.

• Consolidate technical and project information from multiple properties into portfolio-level reports.

• Prepare comparative analyses for tenders, consultant proposals, equipment evaluations and service contracts.

• Assist in monitoring project budgets, capital expenditure and cost performance.

• Support the preparation of reports for Executive Management, Owners and Board meetings.

6. Records Management & Documentation

• Maintain organised records for contracts, drawings, correspondence, reports, warranties and statutory documentation.

• Ensure all departmental records are current, accurate and audit-ready.

• Maintain document version control across all technical and project documentation.

• Protect the confidentiality of commercially sensitive information and project documentation.

7. Executive Support

• Provide administrative support to the Vice President – Technical Services & Projects.

• Coordinate meetings, travel arrangements and departmental logistics as required.

• Prepare briefing packs and supporting documentation for meetings and site visits.

• Draft routine correspondence, reports and presentations on behalf of the department.

• Coordinate consultant, contractor and visitor documentation where required.

8. Stakeholder Coordination

• Build effective working relationships with hotel engineering teams, consultants, contractors and internal departments.

• Coordinate information flow between stakeholders to ensure timely communication and decision-making.

• Support collaboration across Technical Services, Operations, Procurement, Finance and Development teams.

9. Compliance & Quality Assurance

• Monitor engineering submissions, statutory documentation and project records to ensure compliance with company standards.

• Support departmental compliance with internal procedures and governance requirements.

• Assist in maintaining accurate records to support audits and operational reviews.

10. Continuous Improvement

• Identify opportunities to improve departmental processes, reporting and document management.

• Support the implementation of new systems, templates and reporting tools.

• Contribute to the continuous improvement of project coordination and technical administration across the portfolio.

Qualifications

• Bachelor's degree in Business Administration, Engineering, Construction Management, Hospitality Management or a related discipline.

• Relevant qualifications in project administration, document control or contract administration are advantageous.

Experience

• Minimum 5–8 years' experience in project coordination, technical administration or engineering support.

• Experience within hospitality, engineering, construction or facilities management is preferred.

• Experience coordinating multiple projects or properties simultaneously is an advantage.

• Exposure to commercial administration, payment certification or contract documentation is desirable.

Skills & Competencies

• Strong organisational and coordination skills with excellent attention to detail.

• Advanced Microsoft Excel, Word and PowerPoint skills.

• Strong analytical, reporting and documentation abilities.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Strong written and verbal communication skills.

• Commercial awareness and sound numerical skills.

• Ability to build effective working relationships with internal and external stakeholders.

• Knowledge of document management, project management or CAFM systems is advantageous.

• Fluent in English; Arabic is an advantage.