Executive: Commercial (Project)

Company Description

HVAX Technologies Ltd. Established in 2010, we specialize in turnkey engineering, procurement, and execution of controlled environment and cleanroom infrastructure for pharmaceutical and healthcare industries. With 200+ projects completed across 15 countries, we provide high-quality solutions, including cleanroom panels, air handling units, and utility systems. The company has a strong client base in multiple regions and is known for its technical expertise, industry know-how, and commitment to innovation. Based in Mumbai, HVAX aims to continue its upward growth trajectory in the pharma-tech industry.

Role Description

Key Responsibilities

1. Manpower and Attendance Management

• Maintain daily attendance sheets for site engineers and contractors, ensuring accurate records of site manpower.
• Submit monthly timesheets of site engineers to HR for payroll processing and contractors’ timesheets to vendors for invoicing.

2. Expense and Voucher Management

• Remind site engineers to submit monthly expense vouchers within stipulated deadlines.
• Verify vouchers before forwarding them for approval to the Project Manager and HOD.
• Upload approved vouchers on the project-based ERP system.

3. Advance Requests and Work Orders

• Raise site expense advance requests on behalf of site engineers and secure necessary approvals.
• Prepare and issue project-specific work orders via ERP as instructed by the Project Manager.

4. Invoice Handling

• Collect monthly invoices from vendors and review for accuracy and completeness with supporting documents.
• Upload validated invoices into ERP for booking after approvals from the Project Manager and HOD.
• Notify Project Manager for revised work orders in case of budget overruns.

5. Travel Coordination

• Coordinate with the travel desk for arranging domestic and international travel (air, bus, train) including insurance.
• Track return tickets, visa validity, and insurance coverage; coordinate renewals/extensions as required.

6. Financial Documentation & Support

• Provide updated account ledgers to site engineers and vendors upon request.

7. Communication & Issue Resolution

• Act as the first point of contact for site engineers’ operational issues via call or email.
• Escalate unresolved concerns to the Project Manager for necessary action.

Skills & Competencies

• Strong knowledge of ERP systems and MS Office (Excel, Word, PowerPoint).
• Good understanding of project administration and financial documentation.
• Strong organizational, coordination, and follow-up skills.
• Excellent communication and problem-solving abilities.
• Ability to multitask and work under strict deadlines.

Qualifications & Experience

• Bachelor’s degree in Commerce, Business Administration, or equivalent.

• Experience:

  3–5 years in project administration, site coordination, or related roles (preferably in construction, engineering, or pharmaceutical industry).

Interested Candidates may Email their resumes at hr@hvax.in