Project Coordinator

Inter Departmental Training

1. SALES

           a)        Pitching the projects

                       -          Foot work

                       -          References

                       -          Existing projects

                       -          Consultants

                       -          PMCs

                       -          Architects

                       -          Builders

           b)        get the drawings

                       -          CAD/PDF/3D renders/Project BOQs

           c)        forward the drawings to designs

                       -          sit with designs and explain the work scope & others

                       -          get the BOQ/project presentation

           d)        costing/quote/proposal workings & send to the client

                       -          review technically

                       -          review commercially

                       -          revise if required

                       -          repeat step “C”

           e)        finalise the project & get the draft work order

                       -          cross check areas/pricing/technical specifications/makes

                       -          understand the payment terms/billing procedures

                       -          documentation required

                       -          retention (DLP) %ge and duration

                       -          Any deviation in the draft WO, repeat step “E”

Need to spend with sales team for 1-2 days to understand the entire process. On need basis, required to visit along with sales team.

2. DESIGNS

           a)        Receive CAD/PDF/3D renders/Project BOQs from sales

Pre-Order

b)        Study/understand the drawings

                       -          find the work scope

                       -          area statement & typical elevation identification

                       -          BOQ

                       -          project presentation

                       -          revise/re-make BOQ & project presentation if required

After-Order & during execution

c)        get the final CAD/ 3D renders/Project BOQs from sales

d)        do site visit & site study

-          find out civil dependencies

-          drawings area Vs site area

-          record, report & acknowledge

-          get the final confirmation on areas/drawings

           e)        prepare shop drawings

                       -          get the approvals

                       -          get the comments if any and update

                       -          submit the final approved shop drawings

           f)         release the master PR/specification sheet

           g)        change the fixing details/shop drawings/PR based on the site condition (or)    

client’s requirement

           h)        follow “E” and “F”

Post execution

i)         prepare as-built drawings

j)         make final area statement & support QS

3. ACCOUNTS

a)        receive the work order from QS

                       -          receive advance request PI / Tax invoice

                       -          payment receipt

                                                              Payments

Payments Receivables                                   Payments Payables

-         Advance                                                   -          Suppliers

-         RA Bills (against pre-agreed terms)         -          Transportation

-         Final Bills                                                  -          Fabricators

-         Retention                                                 -          Porters/Miscellaneous

                Vendors

b)        prepare tax invoices & account the same

c)        collect purchase invoices & account the same

d)       maintain GSTs

e)        enter the data in Talley (payables & receivables)     

f)         project wise expenses/budget, P&L statement

4. PURCHASE

a)        get the PR from designs

d)        get the specification sheet & priority list

c)        float the enquiries with the suppliers/vendors

d)        do cost evaluation, check the specifications, makes, delivery, payment terms

e)       release the WO/PO along with acknowledgment

f)         find the fabricators and hand over to QS, discuss and release WO

g)        deliver the material at site with documentation

h)        if it’s a customised product, get the sample, test it at site and approve. Oder after price evaluation & negotiation

i)        track the consumption & get the requirement through MIR

j)         cross check with master PR. Follow steps “g” & “h”

k)        deliver the extra material if approval is there/change in the drawing from our side/qty increased with amendment

l)         get the final supply of material

                       -          transport

                       -          expenditure

m)      get the test certificates

do site visit & site study

-          find out civil dependencies

-          drawings area

2. Receipt from designs

           - specification sheet

           - master PR/site survey report (if required)

           - priority list

3. During Project Initiation

*** ARRANGE STORE ROOM or FACILITATE/CREATE A STORE AREA WITH LOCK

a. float the enquiry

b. get the PIs (min 2, max 3)

c. evaluate everything (specs, qty, makes, price)

d. prepare costing for finalisation

e. finalize the order & release PO/WO along with delivery & payment terms

f. make advance requisition & pay advances

Note: * No payment is made without PO/WO & approvals

* All the payment is through cheque/RTGS

4. During Project Execution

A. SUPPLY

           - with respect to POs, get the material at once or in lot wise based on priority

- track the material through regular communication with the supplier & arrange own/local vehicle

           - deliver at site with proper gate entry/inspection/documentation

B. CONSUMPTION

           - track the details of usage/consumption

           - get the weekly consumption/scrap/left over material details

           - check for further requirement

C. Other lots from site through MIR

           - evaluate previous Qty (supply, consumption, wastage & leftover at site)

           - check master PR & see the balance qty

- understand the real qty required @ site

           - Follow steps A, B & C

5. Check if the extra qty is required

           - check amendment/work scope increased  

           - check design change

           - proper approvals

           - check whether material is wasted/consumed extra

6. Post Execution

           - check material delivered Vs PR

           - consumption reports

- scrap reports & payment details

- material cost

- transportation cost

- extra material other than PR & its details

- MTCs/DCs/weighment slips/tax invoices

-------------------------------------------------------------------------------------------------------------------------

“3 DAYS CYCLE”

-         1st day enquires/PI’s/discuss & negotiate & final

-         2nd day payment & arrangements

-         same day/3rd day delivery @ site

Emergency: PAY & then rise PO/WO

-------------------------------------------------------------------------------------------------------------------------

IN DAILY PURCHASE MEETING

Check & get the update and report to management on

è MIR

è Daily Purchase Report

è Update on Master PR

è Consumption Report

è Wastage/extra material availability report

è Payments report

·        DC’s/PO’s/MTC’s/ Tax invoices/payments

-         Site to Site

-         PO to PO

-         WO to WO

-------------------------------------------------------------------------------------------------------------------------

LEARNINGS

è Work scopes we do

è Practical site visits & learn deeply

è MTO/BOQ involved in each work scope

*Physical checking of each item

*Rate evaluation

*Application

è Exposure on glass types

*PI evaluation

           *Rate evaluation/finalization

           *Wastage & Optimization

è Exposure on Aluminium

                                   *All the materials

                                   * Nalco

                                   * Price calculation

                                   *Wastage/cut lengths/optimization

è Exposure on ACP/HPL/MS

è Exposure on sealants & consumables