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

- Transparent 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.

📌 Executive – Project Coordination & MIS (Zirakpur)
🏢 JEENA SIKHO LIFECARE
📍 Zirakpur