Executive – Project Coordination & MIS

Executive – Coordination

Department: Infrastructure & Expansion

Position: Executive – Coordination

No. of Positions: 1

Reporting To: Manager – MIS & Project Controls

Work Arrangement: Head Office / Hybrid

Job Type: Full-Time

Hiring months are measured from the date of recruitment commencement.

Role Purpose

The Executive – Coordination will be responsible for keeping project information, documents, and follow-up actions moving smoothly between the Infrastructure & Expansion team, support departments, and project sites.

The role will maintain organized records, ensure timely follow-ups, track pending activities, and provide reminders so that important tasks and missing information remain visible to the concerned stakeholders.

Key Responsibilities

1. Progress Collection

• Collect daily and weekly project updates from project leads and site teams.
• Check received information for completeness and missing inputs.
• Consolidate project updates in the agreed reporting formats.
• Follow up with concerned teams for pending information.

2. Action & Task Follow-Up

• Maintain an open-items/action register with:
• Action owner
• Due date
• Current status
• Next action
• Regularly follow up with Operations, Finance, Biomedical, IT, HR, Legal, Procurement, and other relevant departments.
• Escalate overdue actions to the Manager – MIS & Project Controls.

3. Tracker Maintenance

• Maintain and regularly update project, property, site, and other relevant trackers.
• Use verified information while updating records.
• Identify and highlight changes, inconsistencies, or missing information to the Manager – MIS & Project Controls.
• Ensure trackers remain accurate and up to date.

4. Document Organisation

• File and index project-related documents in the shared repository.
• Maintain documents such as:
• Agreements
• Drawings
• Approvals
• Licences
• Project reports
• Other relevant records
• Maintain proper document revision and version control.
• Ensure teams have access to the latest available documents.

5. Date & Expiry Reminders

• Track important dates related to:
• Licences
• Guarantees
• Retention periods
• Defect Liability Periods
• Renewals
• Issue advance reminders to the concerned teams.
• Follow up on pending renewals and expiry-related actions.
• Escalate unresolved expiry risks to the reporting manager.

6. Reporting Support

• Assist in preparing weekly dashboards and monthly review packs.
• Maintain supporting source records and action updates.
• Track outstanding information requests and follow up for closure.
• Support the Manager – MIS & Project Controls with regular reporting requirements.

7. Meeting Coordination

• Coordinate and schedule project-related meetings.
• Prepare and circulate meeting agendas.
• Record and circulate Minutes of Meeting (MoM).
• Track agreed action points and follow up with respective owners.
• Maintain attendance and decision records.

8. Site-Camera Follow-Up

• Monitor the availability of project-camera feeds as assigned.
• Log camera outages and inform IT and the responsible site lead.
• Follow up for timely restoration.
• Maintain records of reported camera issues and resolution status.

Candidate Profile

• Qualifications & Relevant Experience
• Graduate in any discipline.
• 3–6 years of experience in coordination, MIS, project support, or back-office operations.
• Experience in construction, healthcare, infrastructure, real estate, or a multi-site organization will be preferred.
• Strong working knowledge of MS Excel.
• Familiarity with shared drives, trackers, reporting formats, and document-management systems.

Essential Capabilities

• Clear written and verbal communication.
• Strong coordination and follow-up skills.
• Organized record keeping and documentation.
• Strong attention to detail.
• Ability to track multiple activities and deadlines.
• Persistent and courteous approach to follow-ups.
• Ability to identify missing or inconsistent information.
• Ability to escalate pending actions accurately without overstating their status.
• Discretion while handling commercially sensitive information.
• Ability to work with multiple departments and project/site teams.

Key Performance Measures (KPIs)

• Timeliness and completeness of information collected from project/site teams.
• Accuracy and regular updating of trackers and document registers.
• Timely follow-up of open actions within agreed turnaround times.
• Completeness and version control of shared records.
• Timely reminders for licence, guarantee, renewal, retention, and DLP dates.
• Effective escalation of unresolved expiry and overdue action items.
• Accuracy and timeliness of weekly and monthly reporting.
• Initial Priorities After JoiningFirst 30 DaysOrganize the open-items/action register.
• Set up the document index and contact list.
• Understand existing trackers and reporting formats.
• Establish the reporting calendar and follow-up routine.

By 60 Days

• Establish a reliable meeting-minutes and action-follow-up process.
• Strengthen reporting and information-collection routines.
• Establish an effective date and expiry reminder mechanism.
• Ensure regular updates from project and site teams.

By 90 Days

• Maintain complete and accurate project records.
• Ensure timely follow-up and visible escalation of overdue actions.
• Maintain updated trackers and document registers.
• Ensure renewals and cross-functional handoffs are properly tracked.

Working Relationships

The role will work closely with:

• Manager – MIS & Project Controls
• Project Leads
• Site Execution Teams
• Real Estate
• Design
• Operations
• Finance
• Legal
• Procurement
• HR
• IT
• Biomedical
• Other relevant support functions

Role Boundaries

The role is responsible for coordination, record management, reporting support, and follow-up.

It does not replace the owner responsible for an approval, renewal, payment, technical certification, statutory requirement, or final decision.

Compensation.