Job Title: Project Coordinator
Reporting to: Vice President
Technical Experience: 2-4 Years, Field Experience: Water & Wastewater treatment industry/relevant industry
Job Location: Ahmedabad
Educational Qualification: B.E./B.Tech or Diploma Engineer in Mechanical/Electrical/Chemical/Environmental
The Project Coordinator plays a key role in the successful planning, execution, and coordination of projects, ensuring that all tasks are completed on time, within scope and within budget. This position requires collaboration with the sales, service, and project management teams to ensure effective communication, timely project delivery, and efficient use of resources.
Key Responsibilities:
Assist Sales Team and Management:
-
Support the sales team in project planning and execution, ensuring that all project goals are clearly defined and understood.
-
Coordinate the flow of information between the sales and service teams to ensure seamless project execution.
-
Act as the liaison between the sales team and service team, regularly updating both sides on project progress, timelines, and any potential delays.
-
Regularly review the efficiency and effectiveness of service delivery, ensuring that all aspects of the project are on track.
Coordination from Inception to Completion:
-
Oversee all phases of the project, from the initial planning stages to final delivery, ensuring all deadlines, resources, and deliverables are met.
-
Ensure that projects are moving according to established timelines and budgets.
-
Assist in managing project timelines, deliverables, and reporting requirements.
Manage Project Activity Records:
-
Keep comprehensive and organised records of all project activities, ensuring all project tasks are documented and tracked.
-
Oversee the timely processing of required materials, documentation, and communication across teams to maintain project flow.
Coordination with Internal and External Contacts:
-
Maintain and manage internal and external contacts, ensuring timely and effective coordination between all project participants, vendors, and clients.
-
Foster strong relationships with internal and external stakeholders to maintain open communication channels and mitigate any issues.
Work Process:
-
Once the work order is received via email, the project coordinator will fill in the necessary data regarding the project in the Project Excel Sheet. This data includes work order value, Payment terms, tentative dispatch date, etc.
-
After entry in the Project sheet, the Project coordinator will follow up with Accounts and the respective salesperson for advance payment and bill against advance to be made or not.
-
Once the Engineering Team submit the drawings to the client, the project coordinator shall follow up for the bill and payments against submission of the drawings if the payment terms permit the same.
-
After approval of the detailed drawing, the Engineering team shall prepare the Main Equipment BOQ and enter it in Tally. The project coordinator shall take follow-up for the same. He shall coordinate and expedite the process if there is any hindrance in BOQ preparation.
-
After the drawing submission, the project coordinator shall visit the site and meet the Client on various occasions to build a rapport with the customer.
-
Once the site progresses, He shall be in continuous follow-up with the client for dispatch planning as per the tentative dispatch date mentioned in the work order. Also, he shall ask for the necessary store or Plant room with a lock & Key arrangement for material storage at the site after delivery of material.
-
The project coordinator shall enforce client takes delivery as per the committed date in the work order. And it is necessary to take email approval from the client regarding material delivery.
-
Once the client confirms delivery. The project coordinator will inform the same to purchase Sales and Engineering Team regarding Procurement.
-
As the procurement starts, the project coordinator will be in continuous follow-up with the purchase team and the client regarding the delivery date. And also make sure that, as per the payment terms of the work order, the Client will make the payment against the Delivery or intimation of Delivery.
-
The project coordinator shall follow up with the Account teams regarding the bill generation against the delivery.
-
After delivery of the material, the project coordinator shall be in communication with the Engineering team regarding the completion of installation. As the installation is completed, he will collect the installation report.
-
In between the progress of the Site, the Project coordinator will ask the Client to give a review about the Design Engineer, Project engineer & Technician. So that the team can serve the client in a better way.
-
The project coordinator shall make sure that the invoice is raised against the completion of installation. And, in parallel, follow up with the client regarding the payment for the installation.
-
As the installation progresses, the project coordinator communicates this with the Service team regarding installation and informs them to offer the O&M services of the company to the Client. If necessary, he shall arrange a meeting with the client and the Engineering & service team to introduce the service team.
-
If installation is not started due to various reasons from the client side, the project coordinator will ask for the payment against installation as per the work order terms, keeping the respective salesperson informed.
-
After installation, the project coordinator shall follow up with the client and the Engineering or Service team regarding commissioning of the project. Once the commissioning starts, He will make sure that all the necessary documents are ready from the engineering team.
-
If commissioning is not started due to various reasons from the client side, the project coordinator will ask for the payment against commissioning as per the work order terms, while keeping the respective salesperson informed.
-
Once the handover letter is received by email from the Engineering / Service team, the Project coordinator will ask for the final payment from the Customer.
-
The project coordinator shall arrange a dispatch planning meeting every 10 days with all respective persons in the meeting from Purchase Engineering, Sales & Accounts team, along with the Vice President.
-
The project coordinator shall arrange the Outstanding Payment meeting every week with all respective persons being in the meeting from Sales, Accounts, Service & Engineering Team.
-
As and when require Project coordinator will visit the site and meet the Client various times to build rapport with them.
-
The project coordinator shall maintain the project sheet on a day-to-day basis.
-
This Status Progress Sheet shall be highly accurate, as based on the different team members.
Working Conditions:
-
Full-time, office-based position with occasional visits to project sites as needed.
-
Some travel may be required to coordinate with clients, vendors, and project teams.
-
Ability to work in a fast-paced environment, handling multiple projects simultaneously.
Skills Required:
-
Excellent Interpersonal Skills.
-
Excellent Communication Skills (Written & Verbal).
-
Problem-Solving & Conflict Resolution.
-
Ethical & Confidential Approach.
-
Good Communication Skills.
-
Efficient decision-making skills.
-
Should be a Go Getter & have a Pro Active Approach.
-
Good Judgemental Ability about people & Situation.
-
Should Possess a Positive Attitude.
-
Should Have Clarity of Thoughts
