We are looking for a smart, proactive and well-organized Project Documentation & Site Coordination Executive who can efficiently manage project documentation, prepare professional Excel sheets and Word documents, use modern AI tools to improve productivity, and coordinate effectively with people at ongoing project sites.

The ideal candidate should be comfortable working both in the office and in office, communicating with contractors, engineers, suppliers, hospital/government officials and other stakeholders.

- Key Responsibilities1. Excel & DocumentationPrepare and maintain professional Excel sheets for projects, BOQs, material tracking, costing, quotations, work progress and inventories.
- Create accurate reports, summaries, tables and project trackers.
- Maintain project-related documentation and records.
- Prepare professional Word documents, letters, reports, work orders and other project correspondence.
- Organize and maintain digital files and project documentation.
- 2. AI & Digital ToolsUse AI tools such as ChatGPT and other productivity/AI platforms for research, drafting, data organization, document preparation and improving work efficiency.
- Use AI effectively to prepare reports, analyze information and improve Excel/Word workflows.
- Be willing to learn new software and digital tools.
- 3. Site CoordinationVisit ongoing project sites regularly.
- Coordinate with site engineers, contractors, workers, suppliers and client representatives.
- Collect site updates, measurements, photographs and progress information.
- Follow up on pending site activities and materials.
- Report site progress and issues to the management/project team.
- Assist in coordinating between the office and site teams.
- 4. Communication & Follow-UpCommunicate professionally with clients, government officials, hospital staff, vendors and contractors.




- Follow up with suppliers regarding quotations, materials, deliveries and pending requirements.
- Attend site meetings when required and prepare meeting notes/action points.
- Maintain professional relationships with project stakeholders.
- 5. Project SupportAssist the project team in preparing BOQs, quotations, purchase requirements and project reports.
- Track material requirements and deliveries.
- Maintain project schedules and follow-up trackers.
- Assist management with research, documentation and administrative project requirements.
- Identify delays or issues at site and immediately bring them to the attention of management.

Required SkillsEssential:

- Good knowledge of Microsoft Excel
- Good knowledge of Microsoft Word
- Ability to create professional and well-formatted Excel sheets
- Good written and verbal communication skills
- Comfortable visiting project sites
- Good interpersonal skills
- Ability to communicate with different types of people professionally
- Basic understanding of project documentation and coordination
- Good organizational and follow-up skills
- Ability to use AI tools effectively

Excel skills preferred:

- Formulas and functions
- VLOOKUP/XLOOKUP
- SUMIF/SUMIFS
- IF functions
- Sorting & filtering
- Conditional formatting
- Data validation
- Pivot Tables
- Basic charts
- Professional formatting
- Basic Excel dashboards

Candidate ProfileWe are looking for someone who is:

- Smart and quick to learn
- Good with computers and technology
- Comfortable using AI tools
- Strong in Excel and documentation
- Confident while speaking with people
- Presentable and professional
- Comfortable travelling to project sites
- Good at following up and getting work completed
- Able to work independently
- Responsible and detail-oriented
- Comfortable handling multiple tasks simultaneously

📌 Project Coordinator (Pune)
🏢 Vishwa Infra Solutions India Private
📍 Pune