Construction, Procurement & Interior Project Coordinator - Residential Annex, Dubai

PRICE IS A PLACEHOLDER, PLEASE QUOTE ACCORDING TO BELOW Construction, Procurement & Interior Project Coordinator / Owner’s Representative – Residential Annex, Dubai Project Overview I am developing an approximately 120 sqm high-quality residential annex on an existing villa plot in Nad Al Sheba, Dubai. The annex is planned to include: * Large majlis / entertaining room * Private bedroom + executive office * Dressing area * Master bathroom * Guest WC * Small pantry / coffee station * Concealed AC and associated MEP * Interior design, joinery, lighting, curtains and full furnishing We already have: * A detailed project brief * Preliminary layouts * An existing detailed UAE contractor quotation that will be provided to the selected candidate for review Critical Timeline This project is urgent. Our target is to achieve complete construction, interiors, furnishing, snagging and handover within approximately 60 calendar days. There is very little schedule latitude. This means: * Contractor selection must happen quickly * Technical clarification and drawings must move immediately * Interior design cannot wait until construction is substantially complete * Joinery and long-lead FF&E must be identified and ordered early * Construction, interiors and procurement must run in parallel wherever practical * Problems must be escalated quickly * Suppliers and contractors must be actively followed up I am looking for someone who can start immediately, dedicate meaningful time from day one, and operate at a fast pace. I do not want a long consulting exercise, unnecessary reports or weeks of theoretical research. The objective is simple: I should make the major design, budget and contractor decisions. You should manage the process required to get those decisions implemented and keep the project moving toward the 60-day completion target. This is not a generic VA role and is not intended to be daily site supervision. Cost Discipline This is a relatively small residential project and the management approach must remain lean and proportionate to the project value. I am specifically looking for someone who: * Uses existing project parties where practical rather than adding unnecessary consultants * Avoids unnecessary meetings, reports and process * Investigates overseas sourcing only where there is a realistic economic benefit * Focuses effort on decisions that materially affect cost, quality or schedule * Uses local physical inspection only when physical presence genuinely adds value * Protects both the owner’s time and the overall project budget * Looks for practical value engineering without compromising the key design objectives The goal is maximum value with minimum unnecessary professional-service cost. Scope of Role You will coordinate primarily with: * Existing UAE contractor * Alternative UAE contractors * LGS / prefab / modular suppliers * Chinese or other overseas manufacturers where commercially sensible * UAE architect / engineering consultant * MEP contractors and suppliers * Interior designers * Joinery companies * Furniture and furnishing suppliers * Lighting suppliers * Curtain / blinds suppliers * Bathroom / sanitary suppliers * Other FF&E vendors * Separate Dubai-based inspectors when physical verification is required You should independently manage routine: * Communication * Follow-ups * RFQs * Quotations * Commercial comparisons * Negotiations * Procurement tracking * Schedule tracking * Coordination * Decision preparation Phase 1 – Urgent Procurement & Recommendation Phase 1 will be a firm fixed-fee engagement quoted now. It begins immediately upon appointment. Expected pace: * Major red flags identified within approximately 24 hours * Existing contractor clarification issued immediately * Alternative RFQs launched immediately * Preliminary direction within approximately 48–72 hours where sufficient information exists * Final recommendation as quickly as realistically possible based on quotations received The objective is to determine quickly: 1. Whether the existing contractor proposal is commercially and technically sound 2. Whether a better UAE option exists 3. Whether China / overseas sourcing offers a meaningful advantage 4. Which route best protects cost, quality and the 60-day overall schedule 5. Which contractor / supplier we should proceed with This is not intended to become an open-ended sourcing exercise. Phase 1 Responsibilities 1. Review Existing Project & Quotation Review: * Project brief * Layout / drawings * Specifications * Existing contractor quotation Identify: * Missing scope * Exclusions * Ambiguous items * Potential variations * Unrealistic allowances * Technical gaps * Commercial risks * Schedule risks * Items requiring immediate clarification Focus on matters that materially affect: Cost / Quality / Timeline / Contractor Selection 2. Clarify Existing Contractor Proposal Contact the existing contractor and clarify major items including: * Structural system * Foundations * External envelope * Thermal insulation * Acoustic insulation * Glazing * Concealed AC * Electrical * Plumbing / drainage * Bathroom * Joinery * Flooring * Ceilings * Lighting * Doors * Authority / consultant costs * Site works * VAT * Exclusions * Mobilization * Construction duration * Payment schedule * Warranty Establish the real expected completed cost and realistic delivery program, not simply the headline quotation. 3. Rapid UAE Market Check Obtain proposals from credible UAE contractors capable of executing quickly. Target: * Existing contractor * 2 credible UAE alternatives Possible systems may include: * Conventional construction * LGS * Prefab / modular * Hybrid construction Do not contact dozens of companies unnecessarily. Focus on companies that are: * Credible * Capable * Responsive * Commercially competitive * Able to mobilize quickly * Capable of supporting the required completion schedule 4. China / Overseas Check Investigate at least one credible overseas option where commercially sensible. Potential areas may include: * LGS structural package * Prefabricated wall / roof systems * Windows and doors * Joinery * Bathroom components * Selected finishing or furnishing items The objective is to determine whether overseas sourcing creates enough savings to justify the added complexity without compromising the project timeline. Where relevant, calculate or estimate: * Factory cost * Freight * Insurance * Customs / duties * UAE VAT * Clearance * UAE transportation * UAE engineering * Foundations * Installation * MEP * AC * Finishing * Missing scope * Warranty / after-sales risk * Manufacturing and shipping lead time Do not compare an overseas factory shell price against a UAE turnkey quotation. If overseas sourcing does not create sufficient net value or puts the 60-day target at material risk, state that quickly and move on. 5. Normalize & Negotiate Quotations Prepare a practical apples-to-apples comparison including: * Headline price * Expected true all-in price * Structure * Foundations * MEP * AC * Glazing * Insulation * Bathrooms * Joinery * Finishes * Approvals * Mobilization * Construction duration * Payment terms * Warranty * Exclusions * Key commercial risks * Key schedule risks For the strongest options: * Challenge exclusions * Request revisions * Negotiate pricing * Clarify payment terms * Identify value-engineering opportunities * Confirm earliest mobilization * Pressure-test ability to deliver within the overall program Do not simply collect quotations. Phase 1 Payment Milestones Milestone 1 – 30% Payable when the following are complete: Existing Quote Gap Analysis Concise assessment covering: * Included scope * Missing scope * Ambiguities * Variation exposure * Technical / commercial red flags * Schedule risks * Immediate negotiation points Existing Contractor Clarification Required clarification package issued. Alternative RFQs Consistent RFQ / scope package issued to selected alternatives. Target completion: approximately 24–48 hours after appointment. Milestone 2 – 70% Payable upon delivery of the final Phase 1 recommendation. Deliverables: Normalized Comparison Target: * Existing contractor * 2 UAE alternatives * 1 overseas option where commercially feasible Commercial Review & Negotiation For shortlisted options: * Major exclusions clarified * Pricing negotiated * Payment terms reviewed * Variation exposure assessed * Mobilization and schedule confirmed Final Recommendation Concise decision memo stating: * Recommended route * Recommended contractor / supplier * Expected all-in cost * Mobilization date * Expected completion date * Main outstanding negotiation points * Main risks * Whether overseas sourcing is worthwhile * Immediate actions required I do not want quotations simply forwarded. I expect analysis, commercial judgment and a clear recommendation. Outstanding bids should not hold the decision process open unnecessarily. If a supplier has not responded despite reasonable follow-up, clearly state the status and whether that outstanding quotation is important enough to affect the recommendation. Phases 2–4 – Delivery Through Furnished Handover If Phase 1 is successful, I intend to continue with the same coordinator through final furnished handover. For commercial purposes, the work is divided into phases. Operationally, these phases are expected to overlap heavily to protect the 60-day program. Interior design, joinery, FF&E procurement and construction coordination should not wait for the previous phase to finish where work can safely proceed in parallel. Phase 2 – Pre-Construction Coordination Responsibilities may include: * Final contractor scope closeout * Contractor appointment coordination * Consultant coordination * Drawing / specification tracking * Value engineering * MEP coordination * Interior designer appointment * Procurement planning * Critical-path / long-lead identification * Joinery planning * Early FF&E decisions * Budget tracking * Owner decision preparation * Landlord-facing packages when requested Pre-construction is expected to be a high-intensity coordination stage. The priority is to remove anything that could delay mobilization or later construction. Phase 3 – Construction Coordination Responsibilities may include: * Contractor follow-up * Schedule monitoring * Consultant coordination * Procurement tracking * Variation review * Contractor payment-request review before owner payment * Maintaining action / decision logs * Coordination of imported items * Inspector briefing * Review of inspector reports / photographs * Immediate escalation of delays or critical issues * Preparing concise owner decisions This is not daily site supervision. The coordinator should actively manage against the agreed program and flag schedule slippage before it becomes critical. Phase 4 – Interior Design, FF&E & Furnishing Coordination Interior design and furnishing should begin early and run alongside construction. You are not expected to personally design the interiors. Your responsibility is to commercially and operationally coordinate the parties. Interior Designer Coordination Responsibilities may include: * Source suitable residential interior designers * Obtain and compare proposals * Compare design fees, deliverables and procurement markups * Coordinate presentations * Track owner decisions * Coordinate revisions * Ensure drawings are issued early enough for construction * Coordinate design with architectural, MEP, lighting and joinery requirements FF&E / Furnishing May include: * Sofas / seating * Beds * Executive desk / office furniture * Rugs * Curtains / blinds * Decorative lighting * Mirrors * Loose furniture * Wardrobes * Media walls * Vanities * Other custom joinery * Accessories where appropriate Responsibilities include: * Obtain competitive quotations * Compare UAE and overseas sourcing where worthwhile * Negotiate pricing * Identify excessive supplier / designer markups * Coordinate samples * Confirm dimensions * Track orders * Track deposits / balances * Track manufacturing * Track deliveries * Coordinate installation * Manage defects / replacements Lead time is a critical selection criterion. A cheaper supplier should not be recommended if the delivery timeline creates material risk to the 60-day target. Integrated 60-Day Program The coordinator will maintain a simple critical-path project schedule covering at minimum: * Contractor appointment * Mobilization * Final drawings * Consultant / authority actions * Structural works * MEP * Glazing * Waterproofing * Ceilings * Flooring * Joinery * Interior-design decisions * Lighting * Curtains * Furniture procurement * Furniture delivery * Snagging * Final furnished handover Long-lead items must be identified immediately. Any activity, supplier or decision threatening the completion target should be escalated promptly in the following format: Issue / Schedule Impact / Options / Recommendation / Decision Required Budget Management Maintain simple tracking for: Construction * Base contract * Approved variations * Forecast final cost Interiors / Joinery * Design fees * Joinery * Lighting * Curtains * Finishes FF&E * Furniture * Delivery * Installation The owner should always be able to see: Budget / Committed / Paid / Forecast Final Cost Reporting should remain concise and decision-oriented. Landlord You will not negotiate directly with the landlord unless specifically instructed. Landlord discussions remain with the owner / family. When requested, prepare: * Scope split * Landlord-funded vs owner-funded allocation * Relevant drawings * Quotations * Cost explanations * Supporting contractor information Physical Due Diligence & Dubai Inspector You do not need to be UAE-based. Where physical verification is necessary, the owner will independently engage and pay a Dubai-based construction professional / inspector. Your role is to: * Determine when an inspection adds meaningful value * Define the inspection scope * Brief the inspector * Coordinate access * Review findings * Incorporate findings into project decisions Possible inspections include: * Nad Al Sheba site * Contractor factory / workshop * Completed contractor project * Critical construction stages * Final snagging Reports and photographs will be provided directly to both the owner and project coordinator. Local inspection should be used selectively and efficiently. Conflict of Interest This is an independent owner-side role. You may not accept commissions, referral fees, rebates, kickbacks or other compensation from any: * Contractor * Designer * Supplier * Manufacturer * Furniture company * Consultant * Other project vendor Any prior or current commercial or personal relationship with a vendor you recommend must be disclosed before presenting that vendor. Recommendations must be made solely in the owner's interest. Confidentiality & Work Product All project information is confidential, including: * Drawings * Specifications * Quotations * Budgets * Contractor / supplier pricing * Owner information * Project strategy Do not disclose the existing contractor quotation or competing bid pricing to alternative bidders without explicit owner approval. Alternative bidders should independently price the defined scope. All RFQs, comparison sheets, analyses, supplier research, procurement trackers, reports and project work product created under the engagement belong to the owner. Authority Limitations The coordinator has no authority to make binding commitments without explicit written owner approval. Without approval you may not: * Execute contracts * Award work * Place purchase orders * Approve variations * Release payments * Commit the owner to pricing * Make material scope changes You may negotiate non-binding terms and make recommendations. Communication Standard The purpose of this role is to materially reduce owner involvement. Resolve routine matters independently. Do not simply forward messages. When owner input is required, present: Issue
Finding
Options
Cost Impact
Schedule Impact
Recommendation
Decision Required The goal is for the owner to make decisions, not manage conversations. Commercial & Payment Structure Principle The owner strongly values: Cost certainty + efficiency + accountability. The engagement will therefore use fixed-fee phases, not routine open-ended hourly billing. Phase 1 Provide a firm fixed fee now. Payment: * 30% – gap analysis + contractor clarification + RFQs issued * 70% – normalized comparison + negotiations + final recommendation Phases 2–4 At application stage, provide: * Indicative fixed fee / range for each phase * Scope assumptions * Indicative total through furnished handover The final fixed fee for each later phase will be agreed at the relevant phase gate based on the actual project route selected. The owner decides whether to proceed at each gate. The purpose of requesting indicative later-phase pricing now is to provide visibility into expected total management cost before appointment. Payment During Longer Phases Where an approved phase extends over more than one month, the agreed fixed fee may be divided into monthly Upwork milestones. Milestone release will be tied to material delivery of the agreed coordination cadence, including as applicable: * Concise weekly project status * Critical-path schedule current * Budget tracker current * Decision / action log current * Contractor / supplier follow-ups current * Variations reviewed promptly * Contractor payment requests reviewed before owner release * Procurement / long-lead tracker current * Material risks and delays escalated promptly The purpose is accountability, not unnecessary administration. There is no routine hourly billing. Any genuinely additional work outside the agreed scope requires prior written owner approval before the work is performed. Ideal Candidate Strong candidates should have: * 5+ years construction / fit-out / project coordination experience * Project management, quantity surveying, procurement, architecture, engineering or similar background * Residential / villa / high-quality fit-out experience * Strong BOQ / quotation review ability * Ability to read architectural drawings * Working MEP understanding * Contractor negotiation experience * Interior-design coordination experience * FF&E / furnishing procurement experience * Strong commercial judgment * UAE / GCC experience strongly preferred * LGS / prefab / modular experience desirable * International sourcing experience desirable * China sourcing experience highly desirable * Excellent written and spoken English * Excellent follow-up * Ability to work independently * Highly responsive and comfortable operating under a compressed project schedule The ideal candidate understands construction + fit-out + procurement, rather than being narrowly specialized in one area. Location You do not need to be UAE-based. Strong UAE / GCC construction experience is more important than physical location. A separate Dubai professional will handle physical inspections when required. This Role Is Not Suitable For Please do not apply if you are primarily: * A generic virtual assistant * An Alibaba sourcing agent without construction knowledge * An interior designer with no commercial / project-management capability * A salesperson for a particular construction system * A contractor seeking the construction award * Unable to analyze BOQs / quotations * Unable to read architectural drawings * Someone who requires detailed owner direction for every follow-up * Someone who prefers slow, process-heavy consulting environments Application Questions Please answer all questions: 1. What is your professional construction / project-management background? 2. Describe your UAE / GCC experience. 3. Have you worked on villas, annexes or high-quality residential fit-outs? 4. How experienced are you reviewing BOQs and contractor quotations? 5. Give one specific example where you identified a pricing / scope issue that saved a client money. 6. Have you coordinated interior designers and contractors on the same project? 7. What FF&E / furniture / joinery procurement experience do you have? 8. Have you sourced construction or furnishing products internationally? 9. Have you worked directly with Chinese manufacturers / suppliers? 10. Are you comfortable reading architectural and MEP drawings? 11. How would you determine whether a lower-priced Chinese prefab / LGS proposal genuinely beats an existing UAE turnkey quotation after considering freight, local works, installation, approvals, warranty and schedule? 12. Have you managed a project with a similarly compressed approximately 60-day delivery program? Please describe it. 13. How would you organize construction, interior design, joinery and FF&E procurement in parallel to protect a 60-day completion date? 14. Can you start immediately? 15. What availability do you have over the next 3–5 days? 16. How quickly can you deliver the initial gap analysis? 17. Phase 1 firm fixed fee 18. Indicative Phase 2 fixed fee / range + assumptions 19. Indicative Phase 3 fixed fee / range + assumptions 20. Indicative Phase 4 fixed fee / range + assumptions 21. Indicative total coordination fee through final furnished handover Please begin your proposal with: “Nad Al Sheba Annex” so I know you have read the complete posting.