Project Coordination Engineer – Planning

Job Summary

We are seeking a Project Coordination Engineer – Planning to support the Project Management team in coordinating and monitoring project activities across different departments.

The primary responsibility of this position is to ensure that project information, engineering deliverables, materials, fabrication activities, inspections, logistics, and site requirements are properly coordinated and followed up.

The candidate will work closely with Project Managers, Engineers, Procurement, Production, QA/QC, Logistics, and Site teams to identify pending activities, remove coordination gaps, monitor deadlines, and provide timely updates to management.

This role is particularly suitable for a candidate who is strong in coordination, follow-up, organization, communication, and project monitoring, with a good understanding of planning and scheduling.

Key Responsibilities1. Project Coordination

Coordinate project activities between various departments and project teams.

Act as a central coordination point for project-related follow-ups.

Communicate project priorities, deadlines, and requirements to relevant departments.

Follow up with responsible personnel to ensure activities are completed within agreed timelines.

Identify gaps between departments and coordinate corrective actions.

Escalate unresolved issues to the Project Manager.

Maintain regular communication with project stakeholders.

Ensure important project updates are communicated to all concerned parties.

2. Project Deliverable Tracking

Monitor and follow up on important project deliverables, including:

Engineering drawings

Shop drawings

Material submittals

Technical documents

Material approvals

Purchase orders

Material deliveries

Fabrication status

Inspection requests

QA/QC documentation

Packing and dispatch

Site requirements

Project completion documents

Maintain updated trackers for each deliverable.

Highlight overdue items.

Follow up with responsible departments until closure.

Report critical pending items to the Project Manager.

3. Engineering & Technical Coordination

Coordinate with the Engineering team regarding project drawings and technical deliverables.

Follow up on drawing preparation, submission, review, approval, and revisions.

Monitor the availability of approved drawings required for fabrication and site work.

Coordinate drawing priorities according to project requirements.

Communicate engineering-related delays to Project Management.

Coordinate between Engineering and Production when technical clarification is required.

Track outstanding technical queries and ensure timely responses.

4. Procurement & Material Follow-Up

Coordinate with Procurement regarding project material requirements.

Track the status of material orders and deliveries.

Maintain material procurement trackers.

Follow up on pending purchase orders and supplier commitments.

Monitor expected delivery dates.

Coordinate material availability with Production and Site requirements.

Highlight potential material delays before they affect project activities.

Coordinate with Warehouse and Logistics regarding material availability and movement.

5. Fabrication & Production Coordination

For steel and metal fabrication projects:

Coordinate with Production/Fabrication teams regarding project priorities.

Monitor the status of fabrication activities.

Follow up on material readiness before production starts.

Coordinate engineering requirements with workshop requirements.

Monitor fabrication priorities according to delivery and site requirements.

Coordinate with QA/QC regarding required inspections.

Follow up on inspection clearance before dispatch.

Coordinate packing and dispatch requirements.

Identify production constraints and communicate them to Project Management.

6. Site Coordination

Coordinate with Site Engineers regarding upcoming and current project requirements.

Collect site requirements and communicate them to relevant departments.

Follow up on required drawings, materials, manpower, equipment, and inspections.

Monitor whether required materials and documents are available before site activities begin.

Coordinate with fabrication and logistics teams to meet site delivery requirements.

Track site-related pending issues.

Support the Project Manager in resolving coordination problems between site and office teams.

7. Planning & Schedule Support

Assist the Planning Engineer/Planning Manager in maintaining project schedules.

Provide updated information from Engineering, Procurement, Production, and Site teams for schedule updates.

Assist in preparing weekly and monthly project programmes.

Support preparation of short-term and look-ahead schedules.

Monitor key activity deadlines.

Compare planned dates with actual completion dates.

Highlight activities that are falling behind schedule.

Provide accurate progress information to the planning team.

Support preparation of recovery plans when required.

Note: The focus of this position is project coordination and follow-up, while detailed schedule development and project controls will be handled in coordination with the Planning function.

8. Action & Issue Tracking

Prepare and maintain project action trackers.

Record actions from project meetings.

Assign actions to responsible departments/personnel.

Monitor target completion dates.

Follow up on overdue actions.

Maintain an updated list of project issues and constraints.

Escalate critical unresolved matters.

Ensure agreed corrective actions are properly closed.

9. Project Meetings

Attend internal project coordination meetings.

Participate in meetings with Engineering, Procurement, Production, QA/QC, and Site teams.

Prepare required project status information.

Record important decisions and action points.

Distribute action items to relevant departments.

Follow up on meeting actions until completion.

Provide management with updates on outstanding matters.

10. Progress & Status Updates

Collect project updates from different departments.

Consolidate information into a clear project status report.

Monitor the status of engineering, procurement, fabrication, inspection, delivery, and site activities.

Highlight completed, ongoing, pending, and delayed activities.

Prepare weekly project status summaries.

Report major risks and constraints to the Project Manager.

Support management with accurate and timely project information.

11. Project Interface Management

Coordinate interfaces between:

Engineering ↔ Production

Engineering ↔ Procurement

Procurement ↔ Production

Production ↔ QA/QC

Production ↔ Logistics

Logistics ↔ Site

QA/QC ↔ Client/Consultant

Site ↔ Project Management

Identify interface gaps.

Ensure information reaches the correct department.

Follow up where one department's activity depends on another department's completion.

12. Documentation & Project Tracking

Maintain organized project records and trackers for:

Engineering deliverables

Drawing status

Material status

Procurement status

Fabrication status

Inspection status

Delivery status

Site requirements

Project actions

Project issues

Project milestones

Schedule updates

Meeting minutes

Correspondence

Project completion status

Key Performance Areas

The successful candidate will be expected to maintain:

Timely follow-up of project activities

Accurate project trackers

Effective interdepartmental communication

Timely closure of project actions

Proper coordination of engineering deliverables

Timely material availability

Smooth fabrication-to-site coordination

Accurate project status reporting

Early identification of project constraints

Effective communication of project priorities

Requirements

Bachelor's degree in Civil Engineering, Mechanical Engineering, Construction Engineering, or a related field.

3–6 years of experience in project coordination, planning, project engineering, or project controls.

Experience in steel fabrication, industrial, EPC, Oil & Gas, PEB, or construction-related projects is preferred.

Working knowledge of Primavera P6.

Good understanding of project execution processes.

Strong coordination and follow-up skills.

Good knowledge of Microsoft Excel.

Ability to prepare trackers and project status reports.

Good written and verbal communication skills.

Ability to coordinate with multiple departments simultaneously.

Strong organizational and time-management skills.

Work Location: In person