Project Coordinator

Position - Project Coordinator

Experience - 2- 4 Years

Key Responsibilities

1. Project Initiation & Documentation

• Collect and maintain all project-related documents (PO/LOI, Scope Matrix, Cost Sheet, Tender, Proposals, MoMs).
• Ensure all project documentation is updated and stored in a centralized repository.
• Support preparation of client handover documents (drawings, warranty details, commissioning reports, etc.).

2. Planning & Coordination

• Assist PMO/Project Manager in creating the initial project plan.
• Track milestones, deliverables, and timelines using project tracking tools.
• Coordinate with Sales, Purchase, Dispatch, and Execution teams to align project schedules.
• Prepare and share weekly and monthly project trackers with stakeholders.

3. Communication & Meetings

• Act as a communication bridge between internal teams (Sales, Engineering, Purchase, Dispatch, On-site teams).
• Schedule and document internal and client meetings (kick-offs, reviews, progress updates).
• Prepare and circulate Minutes of Meeting (MoM) for all discussions.
• Follow up on action items to ensure timely closure.

4. Procurement & Dispatch Support

• Maintain and update material readiness and delivery timelines.
• Track material dispatches, proof of deliveries (PODs), and client delivery acknowledgments.

5. Execution & Monitoring

• Support on-site teams in preparing execution plans (SOW, manpower, timeline, budget).
• Consolidate data for the Project Management Dashboard.
• Collect and monitor weekly progress reports from execution teams.
• Track Planned vs. Actual progress and highlight deviations or delays.
• • Escalate project risks or issues to the PMO/Project Manager for resolution.
• 6. Reporting & Reviews
• • Prepare weekly performance dashboards covering project progress, SLA adherence, and risks.
• • Share pending task reports with responsible stakeholders.
• • Present weekly/fortnightly consolidated reports to management.
• 7. Project Closure & Handover
• • Ensure completion of all closure documents (installation reports, testing certificates, commissioning reports).
• • Obtain client sign-offs and archive project closure documents.
• • Assist the PMO team in smooth handover to O&M / Customer Success teams.
• Required Skills & Competencies:
• • Strong organizational and coordination skills.
• • Proficiency in MS Office, Excel, and project tracking tools.
• • Excellent communication and documentation abilities.
• • Analytical mindset with attention to detail.
• • Ability to multitask and manage multiple project priorities.
• • Basic understanding of industrial automation or project-based environments is preferred.