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Support Exceptional Desert Event Delivery

About Us

Founded in 2003, we’ve built a legacy of unforgettable experiences across the Middle East. From cultural festivals to flagship public events, our work blends logistical excellence with creative ambition to shape moments that matter.

We are LINKVIVA — creators of experiences that live beyond the day.

Our Energy (Values) – The 5Ps

People – We rise by lifting others.

Positivity – We see the light, even in chaos.

Perfection – Not flawless. But fearless in chasing better.

️ Passion – We lead with fire in the belly.

Why You’ll Love Working Here

Core Team Function – You will support planning, operations, logistics, and documentation on the ground, playing a key role in cross-functional coordination.

Operational Impact – You will help ensure workflows remain efficient, approvals are on time, and project documentation is accurate—critical for successful live delivery.

Immersive Environment –You’ll work closely with LINKVIVA leadership, internal teams, vendors, and DCT stakeholders in a fast-paced event landscape.

About the Role

As Project Coordinator, you will work under the Senior Project Manager, supporting seamless project execution across multiple disciplines including production, marketing, food & beverage, vendor management, and operations. You’ll upkeep key trackers, manage internal and external communications, and handle accreditation, logistics, and post-event data compilation.

What You’ll Do

• Assist the Senior Project Manager in tracking task completion, milestones, and dependencies across production, marketing, F&B, vendor & operations teams.

• Maintain and update project documentation: Gantt charts, risk registers, contact sheets, licensing and accreditation logs.

• Liaise daily with internal teams, vendors, and DCT for status updates, approvals, and information requests.

• Coordinate logistics: meetings, inspections, site walk throughs, and staff/volunteer mobilization.

• Ensure document control compliance—consistent naming conventions, version control, and archiving per DCT standards.

• Follow up on assigned tasks and circulate meeting minutes within 6 hours post meeting.

• Support staff accreditation, site access, and volunteer coordination efforts.

• Gather survey feedback and post-event data; compile final reports within 3 days of event close.

Essential Qualifications

Bachelor’s degree or relevant experience in project coordination, event management, operations, or similar

At least 2 years in project coordination or support, ideally in events or live activations

Exceptional organizational, time-management, and multitasking abilities

Proficient in project tools: Gantt systems, document control, and meeting coordination

Excellent written and verbal communication—with quick turnaround on stakeholder touchpoints

Comfortable working directly on-site in Liwa under tight timelines and event conditions

Experience with large-scale cultural or public events in the UAE

Familiarity with DCT documentation standards and approval processes

Comfortable liaising with government stakeholders and vendors in multi-cultural environments

Overview

The Project Coordinator serves as a key liaison between the project team and the client, ensuring smooth project execution while addressing technical requirements. They manage project timelines, resources, and communication, while translating client needs into actionable tasks for the team. This role involves tracking progress, resolving issues, and ensuring the project meets both internal objectives and client expectations. Strong organizational, technical, and communication skills are crucial for project success and client satisfaction.

• Act as the technical representative, providing clients with ongoing support throughout the project lifecycle.
• Attend meetings and conduct site visits to coordinate smoothly with all stakeholders, ensuring project milestones are met.
• Inspect materials, installations, and the overall property condition for conformance to project specifications and UAE/KSA Codes and Standards.
• Provide regular progress reports to client, ensuring transparency and accountability in project delivery.
• Track project progress and ensure adherence to project schedules and budgets.
• Review contracts, drawings, material specifications, project schedules, and variations, ensuring alignment with project objectives.
• Prepare detailed inspection reports, summarize findings, and recommend corrective actions or repairs as necessary.
• Ensure project deliverables meet high-quality standards and conform to project scope and requirements.

• Bachelor's degree in architecture, engineering, construction management, or a related field
• Proven experience in project coordination or client-facing technical roles, preferably in construction and engineering.
• In-depth knowledge of building codes, regulations, and property standards.
• Strong attention to detail and ability to identify defects, hazards, and non-compliance issues.
• Ability to read and interpret project drawings, technical data, and regulatory documents
• Excellent written and verbal communication skills.
• Proficient in using project management software and tools.
• Strong customer service and interpersonal skills.
• Analytical and problem-solving abilities.
• Valid driver's license and willingness to travel

Job Description

The glue between ideas and execution.

Coordinate timelines, vendors, and teams to make sure projects stay on track and on budget.

• Monitor deliverables and daily reports.
• Communicate between clients, engineers, and suppliers.
• Learn project management tools and techniques.

Structured, people‑savvy, and deadline‑driven.

You'll Fit If You:

• Bachelor's degree in Engineering, Project Management, or related field.
• Strong organizational and multitasking skills.
• Basic knowledge of project management tools is a plus.

You will have access to opportunities for continuous growth and development, alongside a benefits package designed to support your overall well‑being.

Support the Project Manager during the concept phase of a project, planning, sizing, and cost estimation, ensuring the project is executed in line with the IT-Management views and directions.

Manage and coordinate activities during the Project life cycle in terms of the team and deliverables.

Maintain the Project plan, track, and report updated progress reports to the IT steering committee.

Support the Project within schedule and cost without compromising on scope and quality.

Ensure Project change risks or issues are highlighted in good time to the appropriate boards and Project Managers.

Attend Project change management requirements and Chair Change Advisory Board meetings (CAB).

• Domain expertise from Ports/Terminals/Logistics.

• Using the defined CMMI & ITIL process for IT Projects, ensuring high-quality project deliverables.
• Follow defined IT standards in terms of Project documentation and maintain its shared repository.
• Ensure Project change risks or issues are highlighted in good time to the appropriate boards.

• Define business processes/workflow to effectively meet operational demands.
• Provide analysis for functional and business requirements and ensure compliance with DP World IT standards and Guidelines.
• Document business requirements related to IT Solutions for management review and decision-making.
• Coordinate/Meet with clients/business users/outsource partners and the project team to document Project deliverables in terms of Business requirements, User testing, User Manuals, and User Trainings.

• Should have worked with at least two large-sized Projects in the role of Project Coordinator.
• Should have excellent knowledge of CMMI & ITIL Standards with implementation experience.
• Should have good knowledge of Business Analysis with prior experience.
• Relevant industry certifications in the same field.

• Schedule & Document Meetings with/for Business Users/Outsource Partners/IT Teams and for IT Project Steering Committee or Management Meetings.
• Coordinate with external vendors and consultants for Project/Technical consultancy services.
• Good Team player & Timeliness.

Zutari: Co-creating an Engineered Impact

Zutari is a well-established, management-owned engineering and advisory firm with almost 90 years of experience across Africa and the Middle East. As human-centred engineering consultants, we are trusted by clients, business partners, and communities to co-create solutions that improve lives and deliver sustainable infrastructure outcomes.

We operate at the intersection of innovation, sustainability, and impact—designing everything from essential facilities in underserved regions to world-class developments in the Gulf.

What kind of talent do we pursue?

We seek professionals with the right blend of technical expertise and a collaborative mindset. People who bring energy, initiative, and integrity into the workplace. Those who thrive in fast-paced, multicultural environments and are committed to making a meaningful impact through engineering.

About the role:

We are currently seeking a Senior Project Coordinator to join our Buildings team in Dubai . In this role, you will support the delivery of multidisciplinary building projects across the Middle East, ensuring they are well-coordinated, on time, and within budget. You will work closely with internal technical teams, clients, contractors, and external consultants, playing a key role in aligning deliverables across all project stages.

This role is ideally suited to an experienced project coordination or engineering professional with a background in complex building developments (e.g., commercial, healthcare, education, hospitality, or mixed-use).

Key Responsibilities:

Project Coordination & Planning:

• Support project managers in the execution of medium to large-scale building projects.
• Assist in preparing and managing project programmes, deliverables trackers, and progress reports.
• Ensure project activities are aligned with scope, timeline, and quality expectations.
• Monitor internal deliverables and coordinate across disciplines (architectural, structural, MEP).

Client & Stakeholder Engagement

• Act as a key point of contact between clients, consultants, and contractors.
• Assist in managing meetings, drafting minutes, and tracking follow-ups.
• Support regular reporting and communication to stakeholders and clients.
• Monitor progress against budget and raise flags on potential deviations or risks.
• Help prepare project financial reports and assist with invoicing processes.
• Support the tracking and mitigation of project risks, changes, and issues.

Quality & Documentation

• Ensure all project documentation is accurate, timely, and aligned with client requirements.
• Coordinate technical submittals, reviews, and approvals.
• Contribute to project close-out procedures including final documentation and lessons learned.

Qualifications and Experience

• Bachelor’s degree in architecture, Civil Engineering, Project Management, or a related field.
• Minimum of 7 years of experience in project coordination or project engineering roles within the buildings sector.
• Previous exposure to projects in the Middle East, ideally in the UAE or GCC region, is highly desirable.
• Experience working on multidisciplinary building projects (e.g., commercial, institutional, residential).
• Strong understanding of design and construction workflows, coordination, and compliance in a consultancy or client-representative environment.

Key Skills & Tools

• Proficiency in MS Project, Primavera P6, or other project scheduling tools.
• Familiarity with BIM workflows and tools such as Revit, Navisworks, or AutoCAD.
• Excellent written and verbal communication skills in English.
• Strong organisational, time management, and multitasking abilities.
• PMP or equivalent certification (preferred but not essential).

We believe that a diverse workforce is key to our business success. We seek the best people for our jobs based on their skills, qualifications and experience. We embrace the principle of equal opportunity in employment and we work towards eliminating all forms of unlawful discrimination in our employment practices.

Bachelors or Masters Degree in Architecture.

Minimum 10 years of experience.
Dubai Municipality (DM) G+ Unlimited Certificate highly preferred.

Sound knowledge and experience in design development and dealing with local authorities.

Awareness of authority procedures and guidelines.

Start to win and develop new clients with annual targets to be agreed.

Be an ambassador for the company/brand at all times and build business with existing clients.

Establish and maintain effective working relationships with key clients and partners, potential key targets, and ensure the delivery of a responsive and professional service.

Ability to represent 9E at new project interviews.

Prepare draft fee proposals, review with the Director for final approval, and arrange submission to clients.

Develop business with existing clients and ensure regular feedback is received.

Review all key projects within your responsibility and proactively engage with clients and partners to gather feedback and improve services.

• Lead in technical matters of assigned projects or collaborate with other Senior Architects on design development.
• Provide design solutions ensuring compliance with local authority regulations and codes. Manage design development, detailed design, and technical coordination across disciplines.
• Review designs from an Authority perspective and according to SBC code and MOMRA guidelines.
• Lead or assist other Architects in design development (concept/detailed design), review, and prepare authority submissions, and follow up for approvals.
• Keep the team updated on local authority regulations and maintain records. Attend technical discussions at municipalities, liaise with authorities, and ensure compliance.
• Assist project managers in planning and scheduling in accordance with resources and deadlines.
• Coordinate with suppliers and contractors as per project planning and oversee detailed design and supervision of draftsmen, providing reviews and guidance.
• Travel to sites for inspections and surveys.
• Write specifications, stay updated on materials and their applications.
• Collaborate with team members to determine design needs.
• Evaluate project scope and assist in proposal preparations.
• Organize meetings to review proposals and plans, and make revisions as needed.
• Maintain project documentation including correspondence and meeting minutes.
• Assign, distribute, and follow up on tasks within the team, and review work quality.
• Work closely with external parties and clients for timely delivery.
• Assist HR in technical interviews and pursue ongoing learning in new skills like Revit Architecture.
• Coordinate staffing levels with department heads.
• Review consultancy agreements for scope and compliance.
• Create project execution plans to monitor progress.
• Apply industry best practices and standards throughout project execution.
• Ensure QA/QC procedures are followed.
• Manage client interface issues and change management processes.
• Coordinate with external consultants and oversee design management across project stages.
• Review design deliverables for completeness and standards.
• Maintain communication with clients and consultants.
• Prepare and review risk registers and mitigate major risks.
• Negotiate terms of awards and agreements with clients.
• Set clear project objectives and communicate them effectively.
• Report potential problems or risks to project directors.
• Perform risk management to minimize project risks.
• Manage contract fees and project finances.
• Coordinate with project teams and external resources for large projects.
• Measure project performance using appropriate tools.
• Maintain comprehensive project documentation.

• Contribute to company system development by reviewing procedures and providing feedback.
• Participate in task groups and represent your team.
• Attend team meetings and share feedback for company development.
• Apply policies related to health & safety, quality, and training.

• Understand, implement, and follow 9E QHSE policies.
• Coordinate QHSE procedures at your workplace.
• Comply with local regulatory authority guidelines and laws regarding QHSE.
• Report QHSE incidents immediately to the QHSE Department and legal authorities if necessary.
• Abide by client and contractor QHSE requirements and complete site inductions before mobilization.