PROJECT COORDINATOR & DOCUMENT CONTROL LEAD
Project Governance | Reporting | Interdepartmental Coordination
Department:- PMO (Project Management Office)
Reporting To: COO / CBO
About the Role
We are looking for a highly organized, detail-oriented, and relentlessly persistent Project Coordinator & Document Control Manager to act as the central coordination and governance hub of the organization.
This role is responsible for ensuring complete visibility, accountability, traceability, and communication flow across Design, Procurement, QS, Manufacturing, Site Operations, Finance, Vendors, Consultants, PMC, and Clients.
The successful candidate will serve as the organization's project watchdog, ensuring that no approval is missed, no action remains untracked, no document becomes outdated, and no critical issue reaches management without prior visibility and escalation.
This is not an administrative role. It is a project governance and control function.
Key Responsibilities
Document Control & Revision Management
* Maintain complete control of project documentation, drawings, contracts, BOQs, RFQs, approvals, transmittals, reports, NCRs, warranties, and handover documents.
* Manage document, drawing, revision, approval, submission, and transmittal registers.
* Ensure teams always work from the latest approved revisions.
Project Reporting & MIS
* Collect, validate, analyze, and consolidate reports from Design, Procurement, Manufacturing, Site, and Finance teams.
* Develop and maintain daily, weekly, monthly, and executive dashboards.
* Track project progress, procurement status, production updates, billing, collections, delays, and risks.
Action Tracking & Meeting Governance
* Maintain organization-wide action trackers with clear ownership, deadlines, status updates, and escalation levels.
* Coordinate internal, client, consultant, PMC, vendor, and site meetings.
* Issue MOMs within 24 hours and ensure timely closure of all action items.
Coordination & Follow-Up
* Act as the primary coordination link between departments and stakeholders.
* Follow up on pending approvals, RFIs, drawings, procurement activities, manufacturing milestones, deliveries, and site progress.
* Escalate delays, non-responses, and unresolved issues proactively.
Data Validation & Project Intelligence
* Verify reported progress through supporting data, site photographs, quantity checks, material consumption, and factual evidence.
* Ensure management receives accurate, validated, and actionable information rather than unverified updates.
Risk & Executive Reporting
* Maintain project risk registers and identify potential schedule, procurement, manufacturing, commercial, and execution risks.
* Provide management with clear visibility on completed activities, pending actions, delays, ownership, recovery plans, and critical risks.
Key Deliverables
* Master Project Tracker
* Document & Drawing Registers
* Action Tracker & MOM Register
* Procurement & Manufacturing Dashboards
* Site Progress Reports
* Risk Register
* Approval & Communication Registers
* Executive Project Dashboard
Skills & Competencies
* Exceptional organizational and follow-up skills
* Strong documentation and reporting capabilities
* High attention to detail and accuracy
* Ability to challenge, validate, and verify information
* Strong stakeholder coordination and communication skills
* Data-driven decision-making mindset
* Ability to manage multiple projects simultaneously
Software Skills
Mandatory
* Advanced Microsoft Excel
* Microsoft Project
* PowerPoint
* Microsoft Word
Preferred
* Power BI
* Primavera
* Procore
* Autodesk Construction Cloud
* ClickUp / Asana / Monday.com
* ERP Systems
Experience
* 5–10 years of experience in Project Coordination, Document Control, PMO, Project Reporting, or Project Administration.
* Prior experience in Interior Fit-Out, Design-Build, Construction, Manufacturing, Procurement, or Turnkey Projects is preferred.
What We Are Looking For
We are seeking someone who combines the discipline of an auditor, the persistence of a project controller, and the communication skills of a project manager.
Success in this role is simple:
"No project issue should ever surprise management because it should have already been identified, documented, tracked, escalated, and reported well before it becomes a problem."
Pay: ₹50,000.00 - ₹100,000.00 per month
Benefits:
- Cell phone reimbursement
- Leave encashment
- Paid sick time
- Paid time off
Work Location: In person
