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Position : Executive Assistant Projects & Technical for MD/Director

Company : Ocean Lifespaces India Pvt. Ltd.

Location : Head Office @ Chenni & travel will be there to Project site

Reporting To : Managing Director / Director

Department : Management / Projects Technical

Employment Type : Full-Time

1. POSITION SUMMARY

Ocean Lifespaces India Pvt. Ltd. is seeking a technically strong, highly organized and proactive Executive Assistant Technical to the MD/1Director to provide direct technical, project coordination and management support across the Company's diverse portfolio of Civil, Marine, Infrastructure, Data Centre and Interior Fit-out projects across India.

The role will act as a critical interface between the MD/Director, project teams, consultants, contractors, clients, vendors and other stakeholders, ensuring that technical information, project progress, key decisions, risks and action items are effectively monitored, coordinated and communicated.

The ideal candidate should combine strong technical knowledge of construction/project execution with excellent analytical, coordination, documentation and communication skills. The position requires the ability to understand drawings, BOQs, specifications, schedules, project reports, commercial information and site-level issues and present them concisely to senior management for timely decision-making.

This is not a conventional administrative Executive Assistant role. The position requires significant involvement in technical review, project monitoring, site coordination, MIS, reporting, issue resolution and management decision support.

2. KEY RESPONSIBILITIES

A. Technical Support to MD / Director

- Provide day-to-day technical support to the MD/Director on ongoing and prospective projects.
- Review and understand project drawings, specifications, BOQs, estimates, schedules, method statements, technical submissions and project reports.
- Assist the MD/Director in evaluating technical proposals, construction methodologies, materials, technologies and project execution strategies.
- Prepare concise technical briefs, project summaries and decision notes for management review.
- Identify key technical, execution and coordination issues requiring management attention.
- Track critical decisions taken by management and ensure timely follow-up with concerned teams.
- Support management during technical meetings, client meetings, consultant discussions and contractor negotiations.
- Assist in evaluating technical feasibility and execution risks for new projects.
- Coordinate technical information required for management presentations, reviews and business discussions.

B. Project Monitoring & Management Support

- Monitor the progress of multiple projects across Pan India from the corporate management level.
- Track project milestones, critical activities, planned vs. actual progress and key deliverables.
- Review periodic project reports submitted by project teams and highlight deviations to management.
- Monitor project schedules and identify potential delays, bottlenecks and dependencies.
- Maintain a centralized Project Dashboard / Management MIS covering:

- Project status

- Physical progress

- Financial progress

- Major milestones

- Delays

- Critical issues

- Resource requirements

- Client matters

- Consultant/contractor issues

- Approvals

- Procurement status

- Safety and quality observations
- Follow up with Project Managers, Construction Managers and Site Teams on pending actions.
- Ensure timely escalation of critical project issues to the MD/Director.
- Assist in preparing weekly, monthly and project-specific management review reports.

3. CIVIL & STRUCTURAL PROJECT SUPPORT For civil and building projects, the candidate will support management in reviewing and monitoring:

- RCC and structural works
- Foundations and substructures
- Earthwork and excavation
- Steel structures
- Building construction
- Finishes and architectural works
- MEP coordination
- Quality control and testing
- Construction methodology
- Material approvals
- Drawing and RFI status
- Site execution progress
- Snagging, testing and commissioning
- Handover and close-out activities

The candidate should be capable of understanding construction drawings and identifying major execution and coordination issues. 4. MARINE & WATERFRONT PROJECT SUPPORT

Provide technical coordination and management support for marine-related projects, which may include:

- Marine structures
- Jetty / berth works
- Piling
- Reclamation and dredging
- Shore protection
- Breakwaters
- Coastal / waterfront infrastructure




- Sheet piles and marine piling
- Concrete marine structures
- Rock armour and protection works
- Marine equipment and associated infrastructure
- Hydrographic / survey-related coordination
- Marine construction methodology
- Marine logistics and execution constraints

Coordinate with marine engineers, consultants, contractors and site teams and provide concise updates to the MD/Director. 5. DATA CENTRE PROJECT SUPPORT

Provide technical coordination and management support for Data Centre construction and fit-out projects, including coordination between civil, architectural, MEP and specialist systems.

Exposure to the following will be advantageous:

- Data Centre shell & core construction
- Raised flooring
- Server rooms / white space
- Electrical infrastructure
- HT/LT systems
- DG systems
- UPS and battery systems
- HVAC / precision cooling
- Chilled water systems
- Fire protection
- BMS
- ELV systems
- Security systems
- Structured cabling
- Redundancy concepts
- Testing & commissioning
- Integrated Systems Testing (IST)
- Critical infrastructure coordination

The candidate should be able to understand the interdependencies between civil, MEP and specialist Data Centre systems and effectively communicate critical project matters to senior management. 6. INTERIOR FIT-OUT PROJECT SUPPORT

Monitor and coordinate technical aspects of commercial, corporate, hospitality, residential or other interior fit-out projects, including:

- Architectural drawings
- Interior layouts
- Ceiling and partition works
- Flooring
- Joinery
- Furniture and fixtures
- Finishes
- MEP coordination
- Lighting
- HVAC
- Fire & life safety systems
- ELV systems
- IT infrastructure
- Material approvals
- Mock-ups
- Snagging
- Testing and commissioning
- Client handover

Coordinate with design teams, consultants, contractors, vendors and site teams to ensure timely execution. 7. COMMERCIAL & CONTRACT SUPPORT The role will also provide technical-commercial support to management by:

- Reviewing BOQs, estimates and quantity statements at a broad level.
- Assisting in comparison of contractor/vendor quotations.
- Reviewing variations and change orders from a technical perspective.
- Monitoring major cost-impacting technical decisions.
- Tracking claims, additional works and commercial issues requiring management attention.
- Supporting management during contractor and consultant negotiations.
- Coordinating with commercial/procurement teams regarding technical requirements.
- Identifying opportunities for cost optimization without compromising quality, safety or performance.

8. SITE VISITS & FIELD COORDINATION

- Undertake periodic visits to project sites across India as required.
- Conduct site reviews on behalf of the MD/Director.
- Prepare concise site visit reports highlighting:

- Progress

- Quality

- Safety

- Resources

- Delays

- Critical issues

- Material availability

- Consultant/contractor performance

- Immediate management actions required
- Follow up on observations and ensure closure of action items.
- Participate in project review meetings and site coordination meetings when required.

9. MANAGEMENT MIS & REPORTING Prepare and maintain high-quality management reports, including:

- Daily / weekly project updates
- Weekly management dashboards
- Monthly project MIS
- Project-wise progress reports
- Critical issue trackers
- Action-taken reports
- Risk registers
- Delay analysis
- Project milestone trackers
- Procurement trackers
- Drawing / approval trackers
- Consultant and contractor performance reports
- Site visit reports
- Management presentation decks

The candidate must be able to convert complex technical information into clear, concise management-level information. 10. MEETING & ACTION TRACKING

- Attend meetings with the MD/Director as required.
- Prepare meeting agendas and technical briefing notes.
- Record key decisions, commitments and action points.
- Maintain an Action Tracker with responsibility and target dates.
- Follow up with concerned stakeholders until closure.
- Ensure critical decisions and pending matters are escalated appropriately.
- Support management in conducting project review meetings.

11.



STAKEHOLDER COORDINATION Act as a coordination point between the MD/Director and:

- Project Directors
- Project Managers
- Construction Managers
- Site Engineers
- Architects
- Structural Consultants
- MEP Consultants
- Marine Consultants
- Project Management Consultants
- Quantity Surveyors
- Contractors
- Subcontractors
- Vendors
- Clients
- Government / statutory authorities
- Internal commercial, procurement, finance and HR teams

Maintain professional communication and ensure timely flow of information. 12. RISK, QUALITY & SAFETY MONITORING

- Track major project risks and potential impact on cost, schedule and quality.
- Highlight recurring technical and execution issues.
- Monitor major quality concerns and non-conformities.
- Track critical safety observations and corrective actions.
- Support management in identifying preventive measures.
- Ensure that project teams maintain appropriate documentation and closure of observations.

13. BUSINESS DEVELOPMENT & PRE-CONSTRUCTION SUPPORT Where required, support the MD/Director in new project opportunities by:

- Reviewing tender / project documents.
- Preparing preliminary technical assessments.
- Supporting site due diligence.
- Coordinating technical inputs for proposals.
- Preparing project capability presentations.
- Reviewing preliminary BOQs and specifications.
- Supporting project feasibility assessments.
- Coordinating with consultants and specialist vendors.
- Assisting in preparing technical and commercial comparison statements.

14. TECHNOLOGY & REPORTING TOOLS The candidate should be comfortable using technology for project monitoring and management reporting, including:

- MS Excel advanced level
- MS Word
- MS PowerPoint
- MS Outlook / email management
- MS Project / Primavera P6 desirable
- AutoCAD ability to read drawings; working knowledge desirable
- BIM / Revit exposure desirable
- Project management / document management platforms
- Digital dashboards and MIS tools

Experience with Power BI or similar management dashboards will be an added advantage. 15. QUALIFICATION

Essential:

- Bachelor's Degree Civil Engineering, Construction Management or related engineering discipline.

Preferred:

- B.E. / B.Tech in Civil Engineering.
- Postgraduate qualification in Construction Management / Project Management / Infrastructure Management will be an advantage.

16. EXPERIENCE Preferred Experience: 512 years of relevant experience in construction, infrastructure, marine, data centre, industrial, commercial or interior fit-out projects.

Candidates with experience working closely with MDs, Directors, CEOs, Project Directors or senior management will be preferred.

Experience across multiple project categories such as Civil + Infrastructure + Marine + Data Centre + Fit-out will be highly advantageous.

17. CORE BEHAVIOURAL COMPETENCIES The position requires a professional who is:

- Highly organized and detail-oriented.
- Proactive rather than reactive.
- Strong in follow-up and coordination.
- Comfortable working directly with senior management.
- Able to handle confidential and sensitive information.
- Capable of working under pressure and managing multiple priorities.
- Strong in written and verbal communication.
- Analytical and solution-oriented.
- Assertive enough to obtain information and drive closure.
- Versatile to travel across India.
- Comfortable working in a fast-paced project environment.
- Able to maintain confidentiality and professional discretion.

18. IDEAL CANDIDATE PROFILE The ideal candidate is a Civil / Construction / Project professional with strong technical knowledge and excellent management coordination skills, who can function as the MD/Director's technical right hand. The person should be capable of moving between a project site, a technical review meeting, a contractor discussion and a management presentation with equal confidence.

The successful candidate should not merely report project information but should be able to:

Understand Analyse Identify Issues Recommend Action Follow Up Report Closure

19. TRAVEL REQUIREMENT

Extensive travel across India may be required depending on project locations and management requirements.

The candidate should be willing to undertake short- and medium-duration visits to project sites, client offices, consultant offices and other locations as required.

20. CONFIDENTIALITY & PROFESSIONAL CONDUCT

As the position involves direct interaction with the MD/Director and access to strategic, technical, commercial and project information, the candidate must maintain a high level of:

- Confidentiality
- Integrity
- Professional discretion
- Information security
- Ethical conduct

📌 Executive Assistant (Projects & Technical) For MD (Chennai)
🏢 Ocean Life Spaces
📍 Chennai