URJAM PRIVATE LIMITED

JOB DESCRIPTION

PROJECT COORDINATOR

Department: Projects / Operations

Designation: Project Coordinator

Reports To: Project Manager / Management

Location: Urjam Office

Employment: Full-Time

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1.⁠ ⁠ROLE PURPOSE

The Project Coordinator is responsible for coordinating the documentation, project billing, RA bills, vendor coordination, payment coordination and project information flow across Urjam’s projects.

The role acts as a central coordination point between:

Project Engineers ↔Purchase ↔Stores ↔Accounts ↔Vendors/Suppliers ↔Clients ↔Management

The Project Coordinator ensures that project activities, documents, measurements, billing and follow-ups are properly tracked and updated through Urjam Smart Flow.

Core objective:

Collect → Verify → Coordinate → Bill → Follow Up → Update → Close

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2.⁠ ⁠KEY RESPONSIBILITIES

A. PROJECT COORDINATION

⁠ ⁠Coordinate day-to-day project-related activities from the office.

⁠ ⁠Maintain project-wise status and documentation.

⁠ ⁠Collect updates from Project Engineers and site teams.

⁠ ⁠Track pending activities, materials, documents and approvals.

⁠ ⁠Follow up with responsible persons for timely completion.

⁠ ⁠Maintain project action lists and deadlines.

⁠ ⁠Identify delays and escalate them to Project Manager / Management.

⁠ ⁠Coordinate information flow between site and office.

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3.⁠ ⁠RA BILLING & PROJECT BILLING

This will be one of the major responsibilities of the role.

RA Bill Preparation

⁠ ⁠Prepare Running Account (RA) Bills for ongoing projects.

⁠ ⁠Collect site measurement details from Project Engineers / Site Engineers.

⁠ ⁠Coordinate measurement sheets and supporting documents.

⁠ ⁠Prepare quantities based on approved BOQ, drawings, measurements and site progress.

⁠ ⁠Verify billed quantities against previous RA bills.

⁠ ⁠Track cumulative quantities and balance quantities.

⁠ ⁠Prepare variation / extra-item details wherever applicable.

⁠ ⁠Coordinate supporting documents required for billing.

⁠ ⁠Prepare draft RA bills for internal verification and approval.

⁠ ⁠Coordinate submission of bills to clients / consultants as instructed.





⁠ ⁠Maintain RA bill submission records.

⁠ ⁠Track certification and approval status.

⁠ ⁠Follow up on outstanding certified bills and payments.

Billing Control

Maintain project-wise tracking of:

Contract Value

Approved Variations

Previous Billing

Current RA Bill

Cumulative Billing

Certified Amount

Amount Received

Outstanding Amount

Retention / Deductions

Balance to Bill

Billing Discipline

Ensure that:

Work completed → Measurement captured → Bill prepared → Bill submitted → Bill certified → Payment followed up

No completed work should remain unbilled due to lack of coordination or documentation.

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4.⁠ ⁠PROJECT DOCUMENTATION

⁠ ⁠Maintain complete project-wise documentation.

⁠ ⁠Organise BOQs, work orders, purchase orders and contracts.

⁠ ⁠Maintain approved drawings and revisions.

⁠ ⁠Maintain measurement sheets and billing documents.

⁠ ⁠Maintain delivery challans and material documentation.

⁠ ⁠Maintain inspection / testing documents where applicable.

⁠ ⁠Maintain client correspondence and approvals.

⁠ ⁠Maintain variation and extra-work records.

⁠ ⁠Ensure documents are properly named, filed and accessible.

⁠ ⁠Follow up for missing documents.

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5.⁠ ⁠VENDOR & SUPPLIER COORDINATION

⁠ ⁠Coordinate with vendors and suppliers regarding orders and deliveries.

⁠ ⁠Follow up on pending materials.

⁠ ⁠Collect supplier invoices and supporting documents.

⁠ ⁠Coordinate delivery documentation.

⁠ ⁠Coordinate with Stores regarding material receipt.

⁠ ⁠Track vendor commitments.

⁠ ⁠Follow up on pending invoices.

⁠ ⁠Coordinate payment status with Accounts.

⁠ ⁠Communicate payment status to vendors as authorised.

⁠ ⁠Escalate vendor issues affecting project execution.

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6.⁠ ⁠PAYMENT COORDINATION

⁠ ⁠Maintain project-wise vendor payment records.





⁠ ⁠Track invoices received and payment due dates.

⁠ ⁠Coordinate invoice verification.

⁠ ⁠Follow up on internal approvals.

⁠ ⁠Prepare pending payment reports.

⁠ ⁠Coordinate with Accounts regarding payment status.

⁠ ⁠Maintain records of payment commitments.

⁠ ⁠Ensure Smart Flow reflects the latest payment status.

The role coordinates payments but does not independently approve or release payments unless authorised by management.

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7.⁠ ⁠URJAM SMART FLOW

The Project Coordinator will be a key administrator/user of Urjam Smart Flow.

The person must ensure that the system remains updated with:

⁠ ⁠Project status

⁠ ⁠Pending activities

⁠ ⁠Site updates

⁠ ⁠Material status

⁠ ⁠Vendor status

⁠ ⁠Invoice status

⁠ ⁠Payment status

⁠ ⁠RA bill status

⁠ ⁠Client certification status

⁠ ⁠Collections

⁠ ⁠Documents

⁠ ⁠Responsibilities

⁠ ⁠Deadlines

⁠ ⁠Escalations

Principle:

If it is important and actionable, it should be visible in Smart Flow.

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8.⁠ ⁠CLIENT & CONSULTANT COORDINATION

As authorised by the Project Manager / Management:

⁠ ⁠Coordinate submission of RA bills.

⁠ ⁠Follow up on bill certification.

⁠ ⁠Coordinate documentation requested by clients/consultants.

⁠ ⁠Track approvals and comments.

⁠ ⁠Maintain records of client communications.

⁠ ⁠Follow up on pending certifications.

⁠ ⁠Coordinate responses to billing/documentation queries.

The employee should maintain a qualified and organised communication style with clients and consultants.

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9.⁠ ⁠INTERNAL COORDINATION

The Project Coordinator will regularly coordinate with:

Project Team

For measurements, progress and site documentation.

Purchase

For material orders, supplier status and procurement documents.

Stores

For material receipts and delivery documentation.

Accounts

For invoices, payments, collections and financial records.

Management

For approvals, escalations, priorities and critical project issues.

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10.⁠ ⁠DAILY RESPONSIBILITIES

Morning

⁠ ⁠Review project-wise pending list.

Pay: ₹25,000.00 - ₹30,000.00 per month

Work Location: In person

📌 Project Coordinator (Thrippunithura)
🏢 URJAM Private
📍 Thrippunithura