Job Description/Specification:
HONGWEI FACILITY MANAGEMENT is seeking a highly organized and detail-oriented Document Controller cum Project Coordinator to join our Soft Services team supporting a Qatar government project. This dual-role position will be responsible for managing the complete lifecycle of project documentation while providing administrative and coordination support to ensure smooth project operations.
The ideal candidate will have strong experience in Document Control, Project Coordination, Facility Management, Soft Services, document archiving, reporting, invoicing, and stakeholder coordination, with excellent written and verbal English communication skills.
About This Role
The Document Controller cum Project Coordinator will act as a central coordination point between operations, procurement, housekeeping, finance, and client representatives. The role requires maintaining accurate physical and digital records, monitoring document revisions, supporting meetings and reporting, coordinating invoices and financial follow-ups, and ensuring operational documentation is properly maintained.
The position requires exceptional attention to detail, strong organizational skills, and the ability to manage multiple administrative and operational priorities simultaneously.
Key Responsibilities
Document Control & Records Management
- Manage the complete lifecycle of project documentation, including incoming and outgoing correspondence, transmittals, approvals, and records.
- Maintain accurate physical and digital document filing and archiving systems.
- Control document versions and ensure teams have access to the latest approved documents, specifications, and records.
- Maintain project specifications, contracts, delivery notes, correspondence, and other controlled documents.
- Maintain a clear audit trail and ensure documentation is readily available for internal and client audits.
- Manage project records through Total Facility Management (TFM) systems and other digital platforms.
Project Coordination & Administration
- Act as the central coordination point between Operations, Procurement, Housekeeping, Maintenance, Finance, and client representatives.
- Coordinate project meetings, prepare Minutes of Meetings (MOMs), and follow up on assigned action items.
- Prepare project reports, dashboards, trackers, and operational summaries.
- Support management with accurate data collection, reporting, and project administration.
- Coordinate deadlines and ensure required documentation is submitted within agreed timelines.
Invoicing & Financial Support
- Coordinate project invoicing activities and follow up on pending invoices and payments.
- Assist with invoice preparation, financial documentation, and billing follow-ups.
- Support reconciliation of project expenditures against approved budgets.
- Maintain accurate records of financial and commercial documentation.
Soft Services & Operational Support
- Coordinate with housekeeping, maintenance, and operations teams to ensure daily schedules and activities are properly documented.
- Maintain attendance records, shift logs, cleaning schedules, maintenance records, delivery notes, and other operational documentation.
- Ensure operational activities and documentation deadlines are effectively coordinated.
- Support the project team with general administrative and operational requirements.
Minimum Requirements
Education:
- Associate Degree or higher in Computer Science, Business Administration, Project Administration, or a related field.
Experience:
- Minimum 5 years of relevant experience as a Document Controller, Project Coordinator, Project Administrator, or similar role.
- Experience in Soft Services, Facility Management, Construction, or large-scale government projects is preferred.
Communication & Professional Skills:
- Excellent written and spoken English.
- Strong attention to detail and document accuracy.
- Excellent organizational, coordination, and multitasking abilities.
- Strong interpersonal and stakeholder management skills.
- Ability to work effectively under pressure and manage competing priorities.
Technical Skills
- Document Control & Document Management
- Project Coordination & Administration
- TFM / Total Facility Management Systems
- Microsoft Excel, Word, Outlook & PowerPoint
- SharePoint
- ERP Systems
- Document Version Control
- Physical & Digital Archiving
- Project Reporting & Dashboards
- Invoice Processing & Tracking
- Budget Reconciliation
- Minutes of Meetings (MOM)
- Data Management & Record Keeping
- Audit Documentation
- Soft Services Administration
- Facility Management Documentation
Desired Candidate Profile
The ideal candidate is a meticulous and highly organized professional who can effectively bridge project documentation and operational execution. Strong attention to detail, excellent communication, technical proficiency, and the ability to coordinate across multiple departments are essential.
Candidates with experience supporting Qatar government projects, Facility Management contracts, Soft Services operations, TFM platforms, and client-facing project environments will be highly preferred.
Employment Details
Position: Document Controller cum Project Coordinator
Industry: Facility Management / Soft Services / Construction
Project: Qatar Government Project
Experience: Minimum 5 Years
Work Location: In Person
What We Offer
- Competitive salary package based on experience and qualifications.
- Professional development and career growth opportunities.
- Health insurance and benefits in accordance with Qatar Labor Law.
We are committed to fair and equitable employment practices. All qualified applicants will be considered for employment without discrimination.
How to Apply
Interested candidates meeting the required 5 years of relevant experience should submit their updated CV along with a cover letter highlighting their Soft Services or Facility Management experience and relevant educational/training certificates.