Project Assistant

Job Description – Project Management Executive

Position Title: Project Management Executive

Department: Projects / Procurement / Accounts Coordination

Reporting To: Project Manager / Operations Head

Location: Office + Site Coordination

🎯 Role Objective

To support project execution through efficient documentation, procurement coordination, and financial tracking by managing Purchase Orders (POs), Material Requisition Notes (MRNs), and payment statements, ensuring smooth project flow and cost control.

🛠️ Key Responsibilities

1. Purchase Order (PO) Management

• Prepare and issue Purchase Orders based on approved BOQs and site requirements
• Coordinate with vendors for quotations and finalization
• Ensure accuracy in rates, quantities, and specifications
• Track PO status and delivery timelines

2. Material Requisition Management (MRN)

• Prepare Material Requisition Notes (MRNs) as per site requirements
• Coordinate with site teams for material planning and urgency
• Ensure timely processing of MRNs to avoid site delays
• Maintain proper MRN records and tracking

3. Payment & Billing Coordination

• Prepare vendor payment statements and track outstanding payments
• Verify bills against PO, delivery, and work completion
• Coordinate with accounts for payment processing
• Maintain payment schedules and cash flow tracking

4. Documentation & MIS

• Maintain records of POs, MRNs, invoices, and vendor data
• Prepare project MIS reports (procurement status, cost tracking)
• Ensure proper filing and documentation for audit purposes

5. Vendor Coordination

• Follow up with vendors for material delivery and billing
• Resolve discrepancies in quantity, rates, or invoices
• Maintain vendor database and performance tracking

6. Project Coordination Support

• Coordinate with Project Managers and Site Teams
• Track material availability vs project schedule
• Support smooth execution by ensuring documentation readiness

🎓 Qualifications & Experience

• Bachelor’s degree in Commerce / Engineering / Management
• 2–5 years of experience in interior fit-out / construction / procurement roles
• Experience in handling POs, MRNs, and billing processes

🧠 Skills Required

• Strong Excel and documentation skills
• Attention to detail (critical for PO & billing accuracy)
• Coordination and follow-up skills
• Basic financial understanding
• Time management and multitasking

📊 Key Result Areas (KRAs)

1. PO Accuracy & Timeliness (25%)

• % of POs issued without errors
• Timely issuance of POs as per requirement
• Minimal rework or corrections

2. Material Requisition Efficiency (20%)

• Timely creation of MRNs
• Zero delays impacting site work
• Accuracy in quantity and specifications

3. Payment Processing Efficiency (20%)

• Timely preparation of payment statements
• Reduction in pending or delayed payments
• Accuracy in bill verification

4. Documentation & MIS (15%)

• Up-to-date records of all POs, MRNs, invoices
• Timely submission of reports
• Audit-ready documentation

5. Vendor Coordination (10%)

• Timely follow-up for deliveries and invoices
• Resolution of discrepancies
• Vendor satisfaction / minimal escalations

6. Project Support Effectiveness (10%)

• No project delays due to documentation gaps
• Smooth coordination with site and PM teams