JOB DESCRIPTIONSenior Project Coordinator
Company: Trafotech Systems Pvt. Ltd.
Position: Senior Project Coordinator
Experience: 10–15 Years
Employment Type: Full-Time
Department: Projects / Project Execution
Reporting To: Senior Management / Project Head
Industry: Power / Electrical / Engineering / EPC / Project Execution
About the Role
Trafotech Systems Pvt. Ltd. is looking for an experienced Senior Project Coordinator with 10–15 years of experience in project coordination, execution, engineering, EPC, electrical/power-sector projects, or a related industry.
The candidate will be responsible for coordinating projects from order receipt through engineering, procurement, manufacturing/supply, site execution, testing, commissioning, documentation, billing, and project closure.
The role requires a senior professional capable of coordinating effectively with clients, consultants, vendors, subcontractors, manufacturers, engineers, site teams, finance, procurement, tender/commercial teams, and senior management.
The candidate should have strong ownership, follow-up, planning, documentation, and communication skills and should be capable of independently monitoring multiple projects simultaneously.
Key Responsibilities1. Overall Project Coordination
- Coordinate and monitor projects from order/LOI receipt to successful completion and closure.
- Prepare project execution plans, schedules, milestones, and action plans.
- Ensure that project activities are completed within the agreed time, cost, quality, and contractual requirements.
- Monitor project progress on a daily/weekly/monthly basis.
- Identify delays, bottlenecks, dependencies, and risks and take timely corrective action.
- Maintain a comprehensive Project Tracker / MIS for all ongoing projects.
- Provide regular project status reports to senior management.
2. Client & Consultant Coordination
- Act as a key coordination point between Trafotech and clients/consultants.
- Maintain regular communication with client representatives, project authorities, consultants, and site personnel.
- Coordinate technical discussions, project meetings, inspections, approvals, and clarifications.
- Prepare and circulate meeting minutes and ensure closure of action points.
- Follow up for drawings, approvals, site readiness, inspection schedules, clearances, and other client dependencies.
- Maintain professional relationships with key customers and project stakeholders.
3. Internal Department Coordination
Coordinate closely with:
- Senior Management
- Engineering & Design Team
- Procurement Team
- Tender & Commercial Team
- Finance & Accounts
- Stores & Logistics
- Manufacturing / Suppliers
- Site Execution Team
- Testing & Commissioning Team
- HR & Administration
Ensure that information flows properly between departments and that project activities do not get delayed due to internal coordination gaps.
4. Engineering & Technical Coordination
- Coordinate with engineering/design teams for preparation and submission of:
- Technical drawings
- GA drawings
- SLDs
- Datasheets
- Technical documents
- Calculation documents
- Method statements
- Inspection & Test Plans
- Quality documents
- As-built documentation
- Coordinate with clients/consultants for technical approvals.
- Track comments received from clients and ensure timely incorporation and resubmission.
- Ensure approved drawings/documents are available to procurement and execution teams.
5. Procurement & Vendor Coordination
- Coordinate with procurement and approved vendors for timely procurement of project materials.
- Follow up with vendors/manufacturers regarding:
- Technical submittals
- Manufacturing status
- Inspection
- Dispatch
- Delivery
- Documentation
- Monitor long-lead items and ensure advance action is taken.
- Coordinate with vendors and subcontractors to resolve technical and commercial issues.
- Ensure material availability as per project schedule.
6. Site Execution Coordination
- Coordinate with site teams for smooth project execution.
- Monitor site progress against approved schedules.
- Coordinate manpower, materials, tools, equipment, and subcontractors.
- Ensure site activities are carried out as per approved drawings, specifications, quality requirements, and safety procedures.
- Coordinate installation, testing, commissioning, and handover activities.
- Identify site-related issues and escalate critical matters to senior management.
7. Power & Electrical Project Coordination
The candidate should preferably have exposure to projects involving:
- Electrical substations
- Power transformers
- Transformer protection systems
- Transformer fire safety systems
- GIS / AIS systems
- Transformer monitoring systems
- RIP/RIS/OIP bushings
- Substation retrofit projects
- Electrical protection and control systems
- Testing & commissioning
- O&M / retrofit projects
- EPC / electrical infrastructure projects
Knowledge of 132 kV / 220 kV / 400 kV or higher-voltage substation projects will be an added advantage.
8. Tender-to-Project Handover
- Coordinate with the Tender/Commercial team during the transition from successful tender/order to project execution.
- Review the project scope, BOQ, technical specifications, contractual conditions, timelines, and deliverables.
- Ensure that all commitments made during tendering are properly communicated to the project team.
- Identify deviations, exclusions, commercial risks, and technical obligations at the beginning of the project.
- Prepare a proper Project Kick-Off / Order Handover Checklist.
9. Commercial & Billing Coordination
- Coordinate with Finance/Commercial teams for project billing and payment milestones.
- Follow up for:
- RA bills
- Invoices
- Advance payments
- Milestone payments
- Retention
- Security deposits
- Performance guarantees
- Final bills
- Track outstanding payments related to projects.
- Coordinate with clients regarding billing documentation and payment issues.
- Monitor project profitability and highlight major commercial deviations to management.
10. Documentation & MIS
Maintain proper project documentation including:
- Purchase Orders / Work Orders
- Contracts
- Approved drawings
- Technical documents
- Inspection reports
- Test certificates
- Dispatch documents
- Site reports
- MOMs
- Client correspondence
- Billing documents
- Completion certificates
- Warranty documents
- As-built documents
- Handover documents
Prepare and submit periodic Project MIS Reports to senior management.
11. Project Risk & Issue Management
- Identify potential project risks at an early stage.
- Maintain a Project Risk & Issue Register.
- Track critical dependencies and overdue activities.
- Escalate major technical, commercial, contractual, procurement, and site issues.
- Develop recovery plans for delayed activities.
- Ensure that management decisions are implemented at project level.
12. Project Closure
- Coordinate final inspection, testing, commissioning, and handover.
- Ensure all pending punch points are closed.
- Coordinate submission of final project documentation.
- Obtain completion certificates / acceptance certificates wherever applicable.
- Coordinate final billing and payment closure.
- Ensure warranty-related documents are properly handed over.
- Conduct internal project closure review and record lessons learned.
Key KRAsProject Planning & Execution
- Timely completion of projects.
- Effective monitoring of project milestones.
- Reduction of project delays.
Coordination
- Effective coordination between clients, vendors, subcontractors, internal teams, and senior management.
- Timely closure of project action points.
Procurement
- Timely availability of project materials.
- Effective vendor follow-up.
Documentation
- Complete and accurate project documentation.
- Timely submission and approval of technical documents.
Commercial
- Timely billing and payment follow-up.
- Monitoring of project commercial exposure.
Quality & Safety
- Compliance with project quality requirements.
- Coordination for testing, inspection, commissioning, and safety requirements.
Project Closure
- Timely completion and handover.
- Closure of punch points and documentation.
- Final billing and project closure.
Candidate ProfileQualification
- B.E./B.Tech./Diploma in Electrical / Electrical & Electronics / Mechanical / Instrumentation / Civil Engineering or related engineering discipline.
- MBA / PG Diploma in Project Management will be an added advantage.
Experience
- 10–15 years of relevant experience in project coordination, project execution, EPC, electrical infrastructure, power transmission/distribution, engineering, manufacturing, or related industries.
- Candidates with experience in power-sector projects, substations, transformer projects, retrofit projects, EPC projects, or electrical equipment supply & execution will be preferred.
Required Skills
- Strong project coordination and execution skills.
- Excellent follow-up capability.
- Strong communication and negotiation skills.
- Ability to coordinate with senior management and external stakeholders.
- Strong understanding of engineering/project documentation.
- Knowledge of project schedules and milestone tracking.
- Vendor and subcontractor management.
- Client coordination.
- Commercial and contractual awareness.
- Risk identification and escalation.
- Good MS Excel and MS Office skills.
- Knowledge of MS Project / Primavera or similar project-management tools will be an advantage.
- Ability to prepare professional MIS and management reports.
Seniority & Ownership
The candidate is expected to work as an independent senior-level project coordinator, not merely as an administrative coordinator.
The person should be capable of:
- Taking ownership of assigned projects.
- Coordinating multiple stakeholders independently.
- Following up with senior-level client representatives.
- Driving vendors and subcontractors for timely completion.
- Escalating issues before they become critical.
- Providing management with accurate project status.
- Taking responsibility for project coordination from beginning to completion.
Preferred Industry Background
Candidates from the following industries will be preferred:
- Power Transmission & Distribution
- Electrical EPC
- Substation Projects
- Transformer Industry
- Electrical Equipment Manufacturing
- Engineering Companies
- Infrastructure Projects
- Government / Utility Projects
- Renewable Energy / Power Projects
- Industrial Electrical Projects
- O&M / Retrofit Projects
Nature of Work
This position involves a combination of:
Office Coordination + Client Coordination + Vendor Follow-up + Project Monitoring + Site Coordination + Documentation + Commercial Coordination + Management Reporting
The candidate should be comfortable with site visits, client meetings, vendor meetings, project reviews, and travel as required by project requirements.
Key Requirement
Strong ownership, excellent follow-up, professional communication, and the ability to coordinate multiple project stakeholders are essential for this position.
Pay: ₹10,886.76 - ₹50,000.00 per month
Work Location: In person
