Fit-Out Coordinator

Overview

The Fit-Out Coordinator is tasked with overseeing and ensuring smooth execution of fit-out, refurbishment, alteration, and minor project activities within facility management environments. This role demands close liaison with clients, contractors, consultants, and internal teams, ensuring works comply with approved plans, safety standards, and client expectations while minimizing disruption to facility operations.

Core Responsibilities

• Manage and coordinate fit-out, refurbishment, renovation, and minor work schedules across designated sites.
• Review technical documentation such as work scopes, drawings, method statements, and program schedules provided by contractors.
• Organize site logistics including access permissions, work permits, shutdowns, and collaboration with MEP, Civil, HSE, Security, and Cleaning teams to ensure efficient operations.
• Monitor daily progress to confirm adherence to approved scopes and project timelines.
• Serve as the principal liaison among clients, contractors, consultants, and FM teams, overseeing contractor mobilization, inductions, and work arrangements.
• Evaluate contractor performance and ensure compliance with specifications, safety standards, and site protocols.
• Conduct routine site inspections focusing on workmanship, quality, and adherence to project requirements, identifying and resolving issues proactively.
• Coordinate fit-out tasks related to HVAC, electrical, plumbing, fire safety, BMS, and other building systems, ensuring all modifications are documented and approved.
• Ensure strict compliance with health, safety, and environmental regulations, including management of risk assessments, work permits, and incident reporting.
• Maintain comprehensive project documentation such as fit-out trackers, inspection records, permits, and progress reports.
• Engage with clients and occupants to manage access, schedules, and operational constraints, facilitating effective stakeholder communication.
• Oversee final inspections, snagging processes, and handover procedures, ensuring all discrepancies are addressed and documentation is complete.

Education & Qualifications

• Diploma or Bachelor's degree in Civil Engineering, Construction Management, Architecture, Building Services, Facilities Management, or related fields.
• Technical certifications in construction, fit-out, or facilities management are advantageous.
• Familiarity with HSE regulations, permit-to-work systems, and fit-out procedures.

Experience & Skills

• Minimum of 3 to 5 years in fit-out, construction, refurbishment, maintenance, or facilities management.
• Experience coordinating contractors in commercial, retail, residential, or hospitality operational facilities.
• Background in facilities management environments involving occupied sites is preferred.
• Strong understanding of fit-out processes, building finishes, and basic MEP coordination.
• Excellent coordination, planning, multitasking, stakeholder management, and communication skills.
• Capability to interpret architectural, civil, and MEP drawings.
• Proficiency in MS Office and project tracking/reporting software.
• Effective problem-solving abilities and capacity to manage deadlines within dynamic environments.
• Fluency in English; Arabic communication skills are a plus.

Health, Safety & Environment (HSE) Responsibilities

Adhere strictly to company health, safety, and environmental policies and procedures, stay updated on requirements, and ensure all fit-out activities comply with site rules and statutory obligations. Immediate reporting of unsafe conditions and incidents is mandatory.

Information Security Responsibilities

• Follow all information security policies and commit to responsibilities related to handling sensitive data.
• Ensure completion of Security Awareness Training for oneself and those managing company data.
• Report security incidents appropriately.
• Maintain system protections such as firewalls and antivirus software without disabling them.
• Protect access credentials, use systems only for authorized purposes, and uphold account confidentiality and accountability.