Production Documentation Coordinator

Overall Responsibilities

The Production Documentation Coordinator will support the Production Supervisor in preparing, completing, maintaining, and compiling all production and quality-related documentation.

The employee will work directly with the production team in Fujairah and will communicate regularly in English with our European project and engineering team.

This is a hands-on documentation position. The employee must personally prepare tables, forms, plans, registers, reports, certificates, equipment passports, and final production documentation packages.

The position does not include engineering design, technical calculations, preparation or revision of drawings, management of production workers, or independent quality approval.

MAIN RESPONSIBILITIES

1. Production documentation
   1. Prepare and maintain production tables, forms, registers, and trackers.
   2. Update production plans and manufacturing schedules under the direction of the Production Supervisor.
   3. Record the production status of each equipment unit, skid, assembly, and production order.
   4. Maintain separate documentation records for each project and equipment unit.
   5. Prepare weekly production progress information using company templates.
   6. Ensure that all completed documents are signed, scanned, filed, and stored correctly.
2. Labour-hour records
   1. Maintain daily and weekly labour-hour records.
   2. Allocate working hours to the correct project, equipment unit, and manufacturing activity.
   3. Record hours for welding, mechanical assembly, piping, electrical work, testing, and rework.
   4. Prepare planned-versus-actual labour-hour tables.
   5. Collect verified working-hour information from the Production Supervisor.
   6. Prepare labour-hour summaries for management and project reporting.
3. Quality documentation support
   1. Prepare Quality Control Plans using approved company templates.
   2. Prepare quality checklists, inspection forms, and test report templates.
   3. Enter inspection and testing information provided and approved by the Production Supervisor.
   4. Maintain records of completed and outstanding quality-control documents.
   5. Collect signatures and supporting documents after inspections and tests.
   6. Compile pressure-test reports, dimensional inspection records, assembly checklists, and other production quality records.
   7. Maintain records of open comments, punch-list items, and missing documents.

The Production Supervisor performs and approves the actual quality-control activities. The Production Documentation Coordinator prepares, completes, and maintains the related documentation.

4. Certificates and component documentation

a. Collect certificates, technical data sheets, manuals, and passports for purchased materials and equipment.

b. Collect documentation for pumps, valves, instruments, electrical components, and other supplied equipment.

c. Check that documents contain the correct project reference, equipment tag, model, and quantity.

d. Maintain a register of received and missing certificates.

e. Request missing documents from the project team, procurement team, or suppliers.

f. Organise all certificates and supporting documents by project and equipment unit.

5. Equipment passports and final documentation packages

a. Prepare equipment passports using approved company templates.

b. Compile final manufacturing and quality documentation for each manufactured unit.

c. Assemble equipment documentation packages, including:

- equipment information;

- production records;

- Quality Control Plans and forms;

- inspection and test reports;

- component certificates;

- supplier manuals;

- equipment passports;

- serial-number records;

- photographs;

- packing documents;

- other required project documents.

d. Check the completeness of each documentation package before shipment.

e. Maintain a documentation-completion tracker for every equipment unit.

6. Communication and coordination

a. Communicate professionally in English with the European project and engineering team.

b. Prepare clear written requests for missing information and documents.

c. Follow up on unanswered requests and outstanding documentation.

d. Coordinate documentation matters with the Production Supervisor, project engineers, procurement, warehouse, and administration.

e. Attend production meetings when required and update the relevant documents.

f. Immediately report missing, incomplete, or inconsistent information to the Production Supervisor.

7. Document organisation

a. Maintain a clear electronic folder structure for every project and equipment unit.

b. Follow company naming conventions for files, forms, and records.

c. Ensure that documents can be found and retrieved easily.

d. Maintain electronic and signed paper records when required.

e. Ensure that incomplete or unsigned documents are not included in final equipment dossiers.

f. Maintain confidentiality of company and project documentation.

MANDATORY EXPERIENCE

Please consider only candidates who meet the following requirements:

• Minimum two years of practical experience with production, manufacturing, technical, quality, or project documentation.
• Previous experience in a manufacturing, fabrication, engineering, industrial equipment, water treatment, HVAC, mechanical, electrical, or similar technical company.
• Practical experience preparing and maintaining tables, trackers, registers, certificates, inspection forms, Quality Control Plans, equipment files, or final documentation packages.
• Experience collecting information from several departments and following up on missing documents.
• Experience communicating professionally in English.
• Strong practical experience with Microsoft Excel, Word, Outlook, and PDF documents.

Candidates without relevant documentation experience should not be shortlisted.

Candidates whose experience is limited to reception, general office administration, sales administration, secretarial work, or personal-assistant duties should not be considered unless they also have direct technical or manufacturing documentation experience.

EDUCATION

• Diploma or bachelor's degree in engineering, technology, production, quality, business administration, or another relevant field.
• Technical education is preferred.
• Strong relevant experience may be accepted instead of an engineering degree.

COMPUTER SKILLS

The candidate must have:

• Excellent practical knowledge of Microsoft Excel.
• Strong knowledge of Microsoft Word.
• Good knowledge of Outlook and professional email correspondence.
• Strong ability to work with PDF documents.
• Ability to prepare clear tables, trackers, reports, and registers.
• Ability to use formulas, filters, sorting, formatting, and basic data analysis in Excel.
• Ability to scan, combine, organise, rename, and archive documents.
• Experience working with shared folders and electronic document systems.

The candidate must be able to use Excel independently and should not require assistance from other employees to prepare basic tables, trackers, or reports.

TECHNICAL UNDERSTANDING

The candidate should be able to:

• Understand basic technical and manufacturing terminology.
• Recognise project numbers, equipment tags, model numbers, and document references.
• Read equipment lists, bills of materials, certificates, and basic production drawings sufficiently to identify the relevant equipment.
• Understand the connection between production activities, inspections, certificates, and final equipment documentation.

The candidate will not perform engineering calculations, design equipment, prepare drawings, or revise drawings.

LANGUAGE REQUIREMENTS

• Strong spoken and written English is mandatory.
• The candidate must be able to write clear professional emails without continuous assistance.
• The candidate must be comfortable communicating with an international project team.

PERSONAL REQUIREMENTS

We need a candidate who is:

• highly organised;
• accurate and attentive to detail;
• responsible and reliable;
• communicative and confident;
• persistent in obtaining missing information;
• comfortable performing detailed and repetitive documentation work;
• able to manage several documentation packages simultaneously;
• able to work independently after receiving instructions;
• willing to work closely with the production team and regularly visit the workshop;
• able to meet documentation deadlines;
• practical and prepared to complete the work personally.
  
  You may also, share your updated CV to the email provided: [email protected]