IHCC تعلن عن وظيفة مساعد تنسيق المشاريع في مكة وجدة

Job Purpose:

Provides day-to-day project coordination and executive administrative support to the Vice President Operations across the IHCC project portfolio. Coordinates meetings, calendars, emails and operational correspondence; facilitates timely communication between project teams and Head Office functions; and maintains clear records of requirements, decisions, approvals and follow-up actions. The role consolidates project updates, monitors outstanding commitments and escalates delays or cross-functional bottlenecks to the appropriate owners and the Vice President Operations, supporting effective decision-making and smooth project execution without assuming project management or approval authority.

Key Responsibilities:

VP Operations Office & Email Coordination

• Manage the Vice President Operations' operational email inbox as delegated; triage correspondence, route requests and follow up on pending responses.
• Coordinate the Vice President Operations' calendar and meetings, including invitations, attendance confirmations, briefing material and logistics.
• Prepare routine correspondence and briefing material, organise supporting documents and maintain confidentiality of sensitive information.

Meetings, Minutes & Action Follow-up

• Arrange client meetings, weekly project coordination sessions and management reviews involving Operations, Procurement, Finance, Design and project teams.
• Prepare agendas, minutes of meeting (MoM) and action trackers, recording key decisions, action owners and deadlines.
• Follow up on agreed actions and closure evidence; escalate overdue or unresolved matters to the Vice President Operations.

Cross-Project & Functional Coordination

• Coordinate information requests, clarifications and project updates between Head Office and site teams.
• Coordinate requirements and follow-ups with Procurement, Finance, Design and project teams, tracking hand-offs and deadlines.
• Facilitate weekly or ad hoc cross-functional follow-ups, including meetings with the COO and relevant functional representatives when requested by the Vice President Operations.

Project Requirements, Approvals & Issue Tracking

• Maintain tracking registers for project requirements, approvals, commitments, action items and outstanding information, identifying responsible parties and expected completion dates.
• Monitor outstanding procurement and finance-related bottlenecks, delayed approvals and unanswered project requests; seek status updates and escalate matters requiring management intervention.
• Coordinate resolution follow-up with the designated project or functional owner while ensuring that technical, financial and contractual decisions remain with authorised personnel.

Stakeholder Communication & Coordination Improvement

• Communicate meeting arrangements, decisions, information requests and follow-up reminders to internal stakeholders and external parties when authorised.
• Maintain professional and responsive contact with clients and their representatives for coordination and scheduling matters, referring commercial or technical questions to designated owners.
• Support more efficient follow-up and reporting through consistent templates, shared trackers and appropriate use of Microsoft Office and approved project coordination tools.

Qualification & Experience:

• Bachelor's degree or diploma in Business Administration, Project Management, Engineering or a relevant discipline; equivalent relevant coordination experience may be considered.
• Advanced proficiency in Microsoft Outlook, Excel, Word and PowerPoint; ability to maintain professional correspondence, project action registers and consolidated status reports.
• Training or certification in project coordination, office administration or document control is an advantage.
• Strong professional written and spoken English is required; Arabic is an advantage.
• 5 - 8 years of relevant experience in project coordination, executive support or cross-functional administration, preferably within construction, design-build or project-based organisations.
• Demonstrated experience arranging management/client meetings, maintaining minutes and action trackers, coordinating project information, handling sensitive emails and following up with multiple stakeholders.
• Familiarity with collaborative project-tracking or reporting tools such as ClickUp, Power BI and ERP systems is advantageous.