Job Description (JD)
Position: Project Coordinator – MSP Business
Department: Project Operations – MSP Business
Designation: Project Coordinator
Experience: 2–5 Years
Employment Type: Full-Time
Location: Head Office (Delhi)
Reporting To: Project Manager / Operations Head
1. Job Purpose
The Project Coordinator will be responsible for managing and coordinating end-to-end project operations, from project initiation and planning to execution, monitoring, documentation, billing coordination and final closure.
The candidate will act as a coordination link between clients, internal teams, field supervisors, technicians, vendors and management to ensure timely project delivery within defined timelines and quality standards.
2. Key Roles & Responsibilities
A. Project Planning & Initiation
- Understand project scope, client requirements, SOW, BOQ and timelines.
- Prepare project execution plans, activity schedules and deployment plans.
- Coordinate with internal teams for manpower, material and resource requirements.
- Prepare district-wise, state-wise and location-wise project allocation plans.
- Conduct project kickoff meetings and communicate responsibilities to stakeholders.
B. Project Execution & Field Team Coordination
- Coordinate with field teams, supervisors, technicians and vendors for daily execution.
- Ensure timely manpower deployment at assigned locations.
- Monitor daily installation, survey and other project activities.
- Track site readiness, material availability and execution status.
- Resolve field-level operational challenges in coordination with concerned teams.
- Ensure field teams follow the approved SOPs and client instructions.
C. Client & Stakeholder Management
- Act as the primary coordination point between the client and internal operations team.
- Attend client meetings and prepare Minutes of Meeting (MOM).
- Share daily, weekly and monthly project progress reports.
- Follow up with clients for approvals, site readiness, work orders and pending information.
- Escalate critical issues and ensure timely resolution.
- Maintain professional communication and strong client relationships.
D. Project Monitoring & MIS Reporting
- Maintain daily project trackers and centralized MIS.
- Monitor planned versus actual project progress.
- Track completed, pending, SNR, blocked and rejected cases.
- Maintain district-wise and vendor-wise performance reports.
- Prepare daily, weekly and monthly progress dashboards.
- Highlight project delays, bottlenecks and resource gaps to management.
- Ensure accurate and timely reporting from field teams.
E. Documentation & Compliance
- Ensure collection and verification of all project-related documents.
- Maintain installation reports, inspection reports, checklists and site photographs.
- Ensure geo-tagged photographs, GPS details and required signatures are collected.
- Maintain soft-copy and hard-copy documentation.
- Coordinate for IR forms, LOA, completion certificates and client acceptance documents.
- Ensure all documentation complies with client requirements and project SOPs.
F. Vendor & Manpower Management
- Coordinate with vendors and third-party agencies for project execution.
- Track vendor-wise manpower deployment and productivity.
- Monitor attendance, daily activities and field team performance.
- Coordinate for vendor payments, advances and operational expenses.
- Ensure vendors meet project timelines and quality requirements.
G. Quality Control & Issue Resolution
- Monitor execution quality as per approved checklists and SOPs.
- Identify installation gaps, incomplete work and client complaints.
- Coordinate for rework, corrections and pending activities.
- Conduct regular follow-ups with supervisors to ensure quality closure.
- Maintain an issue and escalation tracker.
H. Billing & Commercial Coordination
- Track completed work against the approved PO / WO.
- Coordinate with the accounts team for invoice preparation.
- Ensure supporting documents are available before billing.
- Track billable quantities, approved rates and completed milestones.
- Follow up for client approvals, invoice submission and pending payments.
- Maintain project-wise billing and payment status.
I. Project Closure
- Prepare project-wise final completion reports.
- Reconcile total allocated, completed and pending cases.
- Ensure all IRs, LOAs, checklists and supporting documents are submitted.
- Coordinate with clients for final acceptance and sign-off.
- Prepare final project MIS and hand over documentation to the concerned department.
- Ensure no pending operational or documentation activities remain at closure.
3. Daily Reporting Responsibilities
The Project Coordinator must share the following daily updates:
- Total project allocation and completion status.
- Planned versus actual execution.
- District-wise / location-wise progress.
- Pending and SNR cases with reasons.
- Material and site readiness status.
- Client-related issues and escalations.
- Documentation and IR/LOA collection status.
- Next-day execution and deployment plan.
4. Key Performance Indicators (KPIs)
- Achievement of project execution targets.
- Timely completion of assigned project milestones.
- Accuracy and timely submission of daily MIS.
- Effective field team and vendor coordination.
- Documentation completeness and accuracy.
- Reduction in pending and SNR cases.
- Client satisfaction and issue resolution TAT.
- Timely submission of billing documents.
- Successful project closure within defined timelines.
5. Required Skills & Competencies
- Strong project coordination and execution skills.
- Excellent communication and client-handling abilities.
- Good command of MS Excel, Google Sheets and PowerPoint.
- Experience in preparing MIS reports and project trackers.
- Knowledge of project planning and resource management.
- Ability to manage multiple projects simultaneously.
- Strong follow-up, problem-solving and escalation management.
- Ability to coordinate with field teams across multiple locations.
- Good documentation and reporting skills.
6. Educational Qualification & Experience
- Graduate in any discipline; MBA / PGDM in Operations or Project Management will be preferred.
- 2–5 years of experience in project coordination, operations or field execution.
- Experience in IT infrastructure, vendor onboarding, smart classroom installation, telecom, networking or field-service operations will be an added advantage.
7. Preferred Candidate Profile
The candidate should be proactive, responsible and capable of independently handling end-to-end project coordination. The person must have strong ownership, follow-up discipline and the ability to work with clients, field teams, vendors and internal departments.
Important: The candidate should not only prepare MIS reports but also take ownership of actual project execution, issue resolution, documentation and closure.
Pay: ₹25,000.00 - ₹35,000.00 per month
Work Location: In person
