Project Coordinator

Job Overview

This position entails coordinating cross-departmental activities, particularly involving sales, design, accounting, and purchasing, to ensure smooth project execution in a construction-related environment.

Responsibilities

• Collaborate with Sales for project pitching including fieldwork and leveraging references such as existing projects, consultants, PMCs, architects, and builders.
• Collect project drawings in various formats (CAD, PDF, 3D renders, BOQs) and communicate work scope and project details to the design team.
• Coordinate costing, quotation, and proposal preparations by reviewing technical and commercial aspects and revising documents as needed.
• Ensure final projectization including draft work order validation for consistency in pricing, specifications, payment terms, documentation, and retention policies.
• Accompany sales team on field visits when needed for process understanding and client interactions.
• In Design, analyze received drawings pre-order to identify work scope, areas, elevations, BOQs, and presentation materials, revising them when necessary.
• During execution, conduct site visits to assess civil dependencies and ensure area conformity, preparing and managing approvals for shop drawings and relevant documents.
• Post-execution, prepare as-built drawings and finalize area statements to support quantity surveying.
• Manage accounting functions by receiving work orders, preparing and managing tax invoices, tracking payments (advance, RA bills, final bills, retention), and maintaining GST records while entering data in Tally.
• Track project-wise expenses, budgets, and profit & loss statements.
• Oversee purchasing workflows: collect purchase requisitions and priority lists, float enquiries, evaluate supplier proposals for cost, specification, priority, and delivery terms, and issue purchase/work orders with acknowledgments.
• Coordinate with fabricators and manage material delivery to sites with required documentation.
• Approve samples for customized products after testing and negotiate pricing accordingly.
• Track material consumption through Material Inspection Reports (MIR), verify against master purchase requisitions, and handle extra material deliveries with appropriate approvals and amendments.
• Maintain storage facilities ensuring secure and organized material management.
• Monitor payments only post-approval with strict adherence to authorized payment methods.
• Manage daily purchase meetings to track MIRs, consumption reports, wastage, extra material availability, and payment statuses, preparing reports for management review.

Additional Information

The purchasing process follows a rapid "3 days cycle": on day one, enquiries and negotiations occur; day two focuses on payment and arrangements; day three covers delivery to site. Emergency situations allow for payment followed by post-facto issue of purchase orders.

Site visits are integral for practical understanding of work scopes, quantities, rate evaluation, and material applications, especially relating to various glass types and their pricing.