Project Coordinator

Project Coordinator

Position Summary

The Project Coordinator supports successful project execution by managing documentation, coordinating communication, tracking materials, and assisting with billing and financial processes. This role works closely with internal teams (Purchase, Accounts, Management) and external stakeholders (contractors, clients).

Key Responsibilities

Documentation & Project Setup

• Create and maintain

  client-wise project folders

  on Google Drive/server for all important project documents.
• Ensure all required signed documents (e.g., Delivery Challans/DCs) are received from site and handed over to the Purchase team.
• Maintain accurate documentation records for easy stakeholder access.

Meetings & Communication

• Arrange Contractor Kick-Off meetings

  by coordinating schedules and logistics (

  does not attend the meeting

  ).
• Ensure the contractor’s

  Code of Conduct

  is signed before work begins.
• Distribute

  action points from meetings

  to the Project WhatsApp group within 24 hours (based on received notes).

Material Coordination

• Ensure all materials, as per job card, reach the project site.
• Coordinate material movement from TFPC godown to the site as required.
• Update the

  material delivery tracker

  for all received materials.

Billing & Invoicing Support

• Request Accounts to raise

  Supply Invoices to clients

  once material supply is completed.
• Follow up with Accounts to ensure invoices are raised in a timely manner.
• Trigger and coordinate with Accounts for raising invoices as needed.

Financial Tracking

• Monitor

  retention amounts

  and notify Accounts to send request letters to clients for releasing balance payments.
• Maintain records of

  projected billing vs actual billing

  .
• Submit

  monthly billing reports to Management

  .

Expense Tracking

• Track

  project-wise expenses

  and ensure accurate recording.

Vendor Payment Support

• Check Delivery Challans (DCs) against Purchase Orders (POs).
• Forward verified DCs and related documents to the Purchase team for vendor payment processing.

Skills & Qualifications

.

.

.

Core Competencies

• Time management and prioritization
• Attention to detail
• Effective communication
• Proactive coordination across teams