Project Co-ordinator

Job Description – Project Coordinator

Role Overview:

The Project Coordinator will be responsible for managing end-to-end order execution processes, ensuring timely delivery, compliance with contractual terms, and proper documentation. The role involves coordination with internal teams (technical, procurement, accounts, service) and external stakeholders (customers, inspection agencies, logistics partners) to ensure smooth execution of projects from PO receipt to completion certificate issuance.

Key Responsibilities:

1. PO Entry and Verification

• Enter Purchase Order (PO) details into the system (Excel/CRM).
• Verify PO details against quotation, RFP, and agreed compliance.
• Validate vendor & buyer information, commercial terms (GST, payment), consignee details, product specifications, and quantities.

2. Agreement and Bank Guarantee (BG)

• Coordinate with customers for BG and Security Deposit agreements when required.
• Work with internal teams to prepare BG and agreement formats.
• Submit agreements to customers for approval.

3. Technical and Material Validation

• Validate BOQ with senior staff as per technical specifications.
• Check material availability at branches.
• Coordinate with procurement if materials are not available.

4. Document Preparation and Approval

• Coordinate with technical teams for preparation of documents (GAD, SLD, GTA, datasheets).
• Submit documents to customers for approval.

5. Pre-Dispatch Inspection (PDI)

• Issue letters and coordinate with factories and inspection agencies for PDI.
• Ensure inspections are completed before dispatch.
• Submit inspection reports to customers for approval.

6. Material Dispatch

• Coordinate dispatch post-inspection with required documents: Invoice, E-waybill, Delivery challan, Warranty certificate.
• Track material during transit and follow up on delivery.

7. Delivery and Site Preparation

• Ensure unloading at site with required manpower/machinery.
• Coordinate with customers for site readiness and required approvals.

8. Installation

• Verify site readiness with the customer before installation.
• Provide technical drawings if required.
• Coordinate with branch engineers for timely installation.

9. Invoice Submission and Payment Follow-Up

• Submit final invoices with all required supporting documents (drawings, PDI, installation reports, warranty).
• Follow up with customers for payment realization.

10. Completion Certificate

• Issue completion certificate post payment receipt and installation confirmation.

11. Documentation and Record Management

• Ensure proper storage of all project-related documents for future reference.
• Maintain records of agreements, BGs, invoices, inspection reports, challans, and project correspondence.

Key Skills Required:

• Strong coordination and communication skills (written & verbal).
• Knowledge of project documentation, invoicing, and compliance processes.
• Proficiency in MS Office (Excel, Word, PowerPoint) and CRM tools.
• Ability to handle multiple stakeholders (internal & external).
• Problem-solving, follow-up, and deadline-oriented approach.

Qualifications:

• Graduate in Engineering or equivalent.
• Min 2 years of experience in Project Coordination / Order Execution / Operations (preferably in UPS, Power, or Engineering industry).

Job Type: Full-time

Pay: ₹18,000.00 - ₹30,000.00 per month

Benefits:

• Health insurance
• Paid sick time
• Provident Fund

Ability to commute/relocate:

• Ghansoli, Navi Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• sales coordination: 2 years (Preferred)

Work Location: In person