Job
Description
Job Description – Project Coordinator / Project Management Executive
Reports To:- Project Manager
Department:- Projects
Role Summary - The Project Coordinator supports the complete life cycle of steel fabrication projects—including structural steel, PEB, and miscellaneous steel works. The role involves commercial verification, project tracking, client management, documentation control, PO and billing coordination, and close interaction with clients and factory teams. The position ensures effective execution of project requirements while maintaining cost control, schedule adherence, and compliance with contractual terms
Key Responsibilities
1. Contractor Billing & Commercial Verification
*Check contractor bills, verify rates as per Work Order, and confirm quantities with DPR (Daily Progress Report).
* Validate any debit/credit notes, advance payment adjustments, and reconciliation statements
2. Client Purchase Order (PO) Management
* Review client Purchase Orders for:
* Approved make & vendor
* Material grade
* Transport/logistics scope
* Payment terms
* Technical & commercial conditions
* Cross-check PO terms with internal estimates and scope of work.
* Coordinate with the client for PO amendments or corrections and follow up until issuance.
3. Drawing, BOM & Quantity Coordination
* Follow up with client/engineering teams for DXF/GA/shop drawings.
* Cross-verify drawing quantities, BOM quantities, and PR (Purchase Request) quantities for accuracy.
* Provide final approval to procurement, production, and commercial departments after verification.
* Maintain records of drawing revisions and communicate updates to relevant departments.
4. Commercial Processes & Billing Management
* Get approval of billing formats from the client or internal commercial team.
* Validate final bills before submission, ensuring alignment with executed quantities and PO conditions.
* Submit invoices and follow up for payment release, verification, and payment advice.
* For LC-based projects, provide BOE (Bill of Entry) and related documents to the billing department for compliance.
* Track and resolve any billing disputes or payment delays.
5. Cost Allocation & Expense Monitoring
* Track direct and indirect project expenses and allocate them to respective project budgets.
* Highlight deviations, excess consumption, rework, or unbudgeted expenses to the Project Manager.
* Support project cost control by maintaining updated cost sheets and expenditure logs.
6. Project Data Management
* Maintain complete project documentation, reports, and communication logs.
* Keep and follow up with the finance and accounts team for payments, price variation bill or any other extra expenses
* Update project data in internal project management systems.
* Support project manager in preparation of MIS reports, cost statements, and commercial summaries
8. Purchase Order Follow-up & Material Tracking**
* Follow up with the procurement & planning team for material, dispatches, and delivery schedules.
* Track material shortages, delayed deliveries, and mismatches and escalate when required.
* Ensure all materials delivered match approved BOM, PR, and PO specification.
9. Factory–Client Coordination**
* Act as the communication bridge between factory, site, client, and engineering teams.
* Communicate client requirements clearly to production, QC, logistics, and planning teams.
* Coordinate factory output with site needs to maintain project sequencing.
10. Project Planning, Monitoring & Reporting
* Support planning of project timelines, resource needs, and fabrication/dispatch schedules.
* Track overall project progress: drawing release, procurement status, fabrication, dispatch, and installation.
* Update weekly/monthly progress reports and highlight delays or risks to the Project Manager.
* Participate in project review meetings and follow up action items until closure.
* Assist in maintaining project dashboards, timelines, dependencies, and milestone tracking.
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# *Skills & Qualifications*
* Diploma/Bachelor’s in Mechanical, Industrial Engineering, or similar field.
* Experience in steel fabrication, PEB, structural steel, or construction projects preferred.
* Strong knowledge of PO management, billing, commercial processes, and project tracking.
* Proficient in MS Excel, MS Office, project management software.
* Excellent coordination, communication, and documentation skills.
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# *Core Competencies*
* Commercial & cost awareness
* Strong analytical and quantity verification skills
* Project planning & monitoring
* Willing to travel plant and client site location
* Coordination across multiple departments
* Attention to detail and accuracy
* Problem-solving and proactive follow-up
