Fire Project Coordinator

Job Description Project Coordinator Position Summary The Project Coordinator supports successful project execution by managing documentation, coordinating communication, tracking materials, and assisting with billing and financial processes. This role works closely with internal teams (Purchase, Accounts, and Management) and external stakeholders (contractors, clients). Key Responsibilities: Documentation & Project Setup Create and maintain client-wise project folders on Google Drive/server for all important project documents. Ensure all required signed documents (e.g., Delivery Challans/DCs) are received from site and handed over to the Purchase team. Maintain accurate documentation records for easy stakeholder access. Meetings & Communication Arrange Contractor Kick-Off meetings by coordinating schedules and logistics (does not attend the meeting). Ensure the contractor’s Code of Conduct is signed before work begins. Distribute action points from meetings to the Project WhatsApp group within 24 hours (based on received notes). Material Coordination Ensure all materials, as per job card, reach the project site. Coordinate material movement from TFPC godown to the site as required. Update the material delivery tracker for all received materials. Billing & Invoicing Support Request Accounts to raise Supply Invoices to clients once material supply is completed. Follow up with Accounts to ensure invoices are raised in a timely manner. Trigger and coordinate with Accounts for raising invoices as needed. Financial Tracking

Monitor retention amounts and notify Accounts to send request letters to clients for releasing balance payments. Maintain records of projected billing vs actual billing. Submit monthly billing reports to Management. Expense Tracking Track project-wise expenses and ensure accurate recording. Vendor Payment Support Check Delivery Challans (DCs) against Purchase Orders (POs). Forward verified DCs and related documents to the Purchase team for vendor payment processing. Skills & Qualifications

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● Dip Engineer with Adv Excel skills (compulsory) with an experience of 2 years working on MEP / HVAC projects with a contractor / company

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● Knowledge of Advance Excel skills is a must & Project Management knowledge would be an added advantage.