Job Description

Project Coordinator is responsible in assisting PM for running and managing projects by ensuring timely deliverables to accomplish the customer’s need and satisfaction. This role supports the PM in coordinating with all respective Team members, collating data and preparing MIS & other mandatory reports. Project Coordinator will act as a center coordinator for all project related communications and will be a single point of contact for Project & Sales Teams in terms of Collection and Closing.
Duties & Responsibilities:
Project Related :
1. Proper planning of every work and get them done, by proper coordination with team members and workers - which means discipline determination how and when the work will be performed. Report to PM/CPO about work status and consolidated reports of team members on weekly basis.
2. Assisting PM/CPO to prepare estimate, RB, Final bill, Additional estimate, budget quotations and orientation for each project and make sure the projects moves as per the orientation.
3. Verify Project essentials on every Saturday team meeting. Ensure core presentation is updated and give the report to PM/CPO/ Div H without fail.
4. Conducting site meetings if required and sending minutes of the meeting to PM/CPO for approval.
5. Verify Daily Progress Report every day and make sure that site photos are uploaded daily by the Project coordinator / PM/CPO into concerned group.
6. To check and report to PM/CPO the status of morning report, movements & EOD on daily basis.
7. Raise PI on behalf of Site Engineer as and when required and follow up with purchase dept on behalf of PM/CPO.
8. Assisting PM/CPO for preparing Core team presentation / Weekly / Biweekly reports without any fail.
9. Receipt list updation with PM/CPO/ CEO on every Monday.
10. Assist SA/QC team when required and give report to EC
11. Design / Detailed or working dwgs as and when required for a project to be done.
12. Make sure that studio is keeping up ADPL standard procedure soft and hard copy filing of projects.
13. Site board / Photoshoot (Pre / Post) need to be initiated by CR through DC/ PM/CPO.
14. Project Co initiate to starts a Client project group in WhatsApp and get confirmation of all concerned in the group with ADPL Standards through common CR number. Contract signing photos need to be taken care by Project Co.
15. Project Co need to take CSP (Client Satisfaction procedure) in coordination DC on monthly / Quarterly basis after getting confirmation from PM/CPO ie., through request register. Conducting and Managing CSP activities to ensure the performance level of Project group starting from Enquiry attending – Initial Layout discussions – Project Management - Completion – Handing Over – Photo Shoot. Coordinating with each division heads and documenting the processes
16. Coordinate all incoming and outgoing mail with all departments/ branches and personnel on CR Mail and documenting the same.
17. Any mails sending to client related to waiting / ongoing should have a copy to ceo@activedesigns.in and agm@activedesigns.in without any fail.
18. Tender quote preparation for Closing (As and when).
19. Admin documents (Signed agreement, Estimate, Layout etc..) of a project will be with Project Co and Statutory papers as separate file will be with PR or CR for every project.
Project Admin Documentation (Signed agreement, Estimate , Layout etc..) of a project will be with Project Co. Project Co Should maintain soft copy folder as per the below path
D Drive – ADPL Projects March 2022 – April 2023 (Financial year may vary)

Folder 1 ADPL Projects – JC (Ongoing, FNS, Completed)
OBD ( Ongoing, FNS, Completed)
TMC ( Ongoing, FNS, Completed)

Folder 2 ADPL Sales
JC (Waiting, Dropped)
OBD (Waiting, Dropped)
TMC (Waiting, Dropped)
Client Folder Name –
Project No – Client Name – Location (2954 – Hashim – Kannur)

Project Co Should maintain Both Hard and soft copies in the prescribed format as per ADPL standard. Project Co will ensure, all statutory documents of a project will be handed over to PR Manager and get it acknowledged. Any Admin documents MUST be in the safe custody of CR and should have a mechanism for making it available on CR’s absence. Every week, Project Co need to take the backup in Hard drive and give the same to DC. Any client approvals through Whatsapp / Mail should be documented in Admin file (Soft & Hard copy). All Documents must have PM/CPO Signature before filing the document. Safe Custodian of documents with index in each files.
20. Team list – (Weekly basis) Team List confirmation on it through required PM/CPO on every Saturday 3pm and handing over the details to assigned person. This practice ensures that there is no confusions among the team on each project.
a. Coordinating with each division heads
21. Weekly / Biweekly report to have the changes if any, Work planned last week and its status, Next week plan MUST be specified. Get it confirmed by Proj Co. from Client within 24 hrs. Site Engineer to post the weekly report in the division group before 8:15am on every Saturday, PM/CPO/ Proj Co to do necessary formatting and send it to client before Monday 9am. Proj Co to update all communication with client regarding drawings or 3d views/ Revised estimate etc..

22. Prompt WhatsApp communication with clients in concerned whatsapp group’s.
a. In coordination with concerned PM/CPO.

23. Collections – Project payment collection for achieving target of the year by follow up through PM/CPO’s and maintaining project status files in all branches and updating the same to CEO/ PM/CPO. Following up with Client’s for payments in accordance with Division head’s support. Issue receipt to client on each payments in coordination with Accounts Manager.

24. Admin & HR – Maintain all type of Registers and assist HR Manager regd staff management.

25. Accounts and Purchase – Day book updation, Payout tracker and cash management, Prepare PI and raise to Purchase Manager HO. Coordination with suppliers and make sure the materials are delivered on time. Once bill received from site engineer, attach Trip sheet and GST bill and forward the same to Purchase Manager – HO. Prepare sub estimate in coordination with PM/CPO and raise WO through Purchase Manager – HO. Vendor statement reconciliation on every month.

26. Initiate Evaluation with HR and confirm the performance by self. If there is less than 1 evaluation a month will be treated as failure of the employee.

27. Any other corresponding duties/ responsibilities assigned by the PM/CPO/ Management from time to time.

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Skills

Coordination , Project Management ,

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Qualifications

• Any Degree