Office Fit-Out and Move Coordinator

5 days ago


Dubai, Dubai, United Arab Emirates INGOT Brokers Full time
Office Fit-Out and Move Coordinator (6-month contract)

Responsibilities

Office Relocation & Fit-Out

  • Coordinate and oversee all aspects of the office move, including layout planning, fit-out progress, and setup.
  • Act as the primary point of contact between contractors, vendors, and internal stakeholders to ensure timelines are met.
  • Work closely with building management (e.g., Emaar) for necessary approvals, permits, and compliance requirements.
  • Ensure IT and facilities infrastructure (e.g., workstations, meeting rooms, internet, printers) are set up and operational before move-in.
  • Manage the budget, vendor contracts, and cost negotiations to optimize expenses.
Facilities & Vendor Management
  • Identify and onboard key vendors for office setup, including furniture, cleaning, and maintenance services.
  • Ensure health and safety regulations, as well as local municipality requirements, are met during the fit-out process.
  • Oversee deliveries, installations, and snagging lists to address any post-move issues efficiently.
  • Maintain organized records of invoices, contracts, and vendor agreements.
Office Setup & Operational Readiness
  • Ensure all office supplies, groceries, and essential services are in place before the move.
  • Develop a standard operating procedure (SOP) for office maintenance and facilities management.
  • Address any last-minute operational challenges to guarantee a seamless move-in experience.
Requirements:
  • Strong project management and organizational skills to handle multiple stakeholders and tasks.
  • Excellent vendor management and negotiation skills.
  • Proficiency in MS Office (Excel, PowerPoint, Outlook) for reporting and documentation.
  • Ability to work independently with minimal supervision and solve problems proactively.
  • Strong written and verbal English communication skills.
  • Highly detail-oriented and deadline-driven.
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