Fit - Out Coordinator

Job PurposeThe Fit Out Coordinator is responsible for coordinating and monitoring fit-out, refurbishment, alteration and minor project activities within managed facilities. The role ensures that fit-out works are planned, coordinated and executed safely, efficiently and in accordance with approved drawings, specifications, client requirements, FM standards, authority requirements and site regulations. The position coordinates between clients, contractors, consultants, FM teams and other stakeholders while minimizing disruption to ongoing facility operations.1. Fit Out & Project Coordinationi. Coordinate fit-out, refurbishment, renovation and minor works activities across assigned facilities.i. Review work scopes, drawings, specifications, method statements and programmes submitted by contractors.i. Coordinate site access, work permits, logistics, shutdowns and other requirements with relevant FM teams.i. Monitor day-to-day progress of fit-out activities and ensure works are carried out as per approved scope and programme.i. Coordinate with MEP, Civil, HSE, Security, Cleaning and other FM teams to ensure smooth execution of works.2. Contractor & Consultant Coordinationi. Act as the primary coordination point between clients, contractors, consultants and FM operations for fit-out activities.i. Coordinate contractor mobilization, site inductions, access requirements and work arrangements.i. Monitor contractor performance and ensure compliance with approved drawings, specifications, method statements and site requirements.i. Coordinate inspections, technical clarifications, material approvals and site meetings as required.i. Escalate delays, quality issues, safety concerns and scope deviations to the relevant manager.3. Site Monitoring & Quality Controli. Conduct regular site inspections to monitor workmanship, progress and compliance with approved requirements.i. Identify defects, incomplete works, discrepancies and potential technical issues and coordinate corrective actions.i. Ensure materials and installations are in accordance with approved specifications and project requirements.i. Maintain records of site observations, inspections, snagging and corrective actions.i. Support final inspections, snagging and handover of completed fit-out works.4. MEP & Building Services Coordinationi. Coordinate fit-out activities involving HVAC, electrical, plumbing, fire and life safety, BMS and other building services.i. Ensure proposed modifications to existing services are coordinated with relevant FM technical teams before execution.i. Coordinate planned shutdowns and service isolations to minimize operational disruption.i. Ensure all modifications are properly documented and reflected in as-built information where applicable.5. HSE, Permit & Compliance Coordinationi. Ensure contractors comply with FM HSE policies, site rules, permit-to-work requirements and applicable statutory requirements.i. Coordinate work permits, risk assessments, method statements and other required approvals before commencement of works.i. Immediately report unsafe practices, incidents, environmental concerns and non-compliance to the relevant management team.i. Ensure fit-out activities are planned and executed with minimum impact on occupants, customers and ongoing facility operations.6. Documentation & Reportingi. Maintain fit-out trackers, project schedules, inspection records, approvals, permits, drawings and related documentation.i. Prepare regular progress reports highlighting completed works, planned activities, delays, risks and outstanding actions.i. Maintain records of contractor submissions, technical approvals, snag lists and handover documents.i. Support preparation and updating of asset, equipment and building records following completion of works.7. Client & Stakeholder Managementi. Coordinate with clients and occupants regarding fit-out requirements, access, work schedules and operational constraints.i. Attend coordination and progress meetings and follow up on agreed actions.i. Provide timely updates to management and relevant stakeholders on project progress and issues.i. Build effective working relationships with contractors, consultants, tenants, clients and internal FM teams.8. Handover & Close-Outi. Coordinate testing, commissioning, inspections and snagging prior to completion and handover.i. Ensure all outstanding defects and snags are tracked and closed within agreed timelines.i. Coordinate collection and review of as-built drawings, O&M manuals, warranties, test certificates and other handover documents.i. Support formal handover of completed works to the FM operations team.Occupational and workplace Health and Safety responsibilities:In addition to all job specific responsibilities, all employees are required to adhere to all Khidmah health, safety and environmental (HSE) policies, procedures, practices, and relevant legal and statutory health, safety and environmental requirements and obligations. All employees are personally responsible to familiarize themselves with these policies, procedures, practices, updates, etc. Khidmah HSE department regularly updates existing and introduces new policies, procedures and practices and each employee is personally responsible to ensure they stay updated and compliant with all such updates and new additions.Education & Qualification1. Diploma or Bachelor’s degree in Civil Engineering, Construction Management, Architecture, Building Services, Facilities Management or a related discipline.2. Relevant technical certification in construction, fit-out or facilities management is an advantage.3. Knowledge of HSE requirements, permit-to-work systems and fit-out procedures.Experience and SkillsExperience:1. Minimum 3–5 years of relevant experience in fit-out, construction, refurbishment, maintenance or facilities management.2. Experience coordinating contractors and fit-out works in commercial, retail, residential, hospitality or other operational facilities is preferred.3. Experience working in an FM environment with live/occupied facilities is an advantage.Skills:1. Good knowledge of fit-out works, building finishes and basic MEP coordination.2. Strong coordination, planning, follow-up and stakeholder management skills.3. Ability to read and understand architectural, civil and MEP drawings.4. Good knowledge of MS Office and project tracking/reporting tools.5. Strong problem-solving and communication skills.6. Ability to manage multiple activities and meet deadlines in a fast-paced FM environment.7. Good command of English; Arabic communication skills are an advantage.Information Security responsibilities:1. Comply with Khidmah Information Security Policies.2. Be aware of and fulfil their information security responsibilities.3. Ensure whoever handles sensitive company information have taken the Security Awareness Training.4. Know how to report a security incident (to IT ServiceDesk or InfoSec).5. Not disable his/her OS firewall and/or Antivirus.6. Restrict use to authorized purposes, protect access accounts, privileges and associated passwords.7. Accept accountability of their individual user accounts and maintain confidentiality.