Duville Estates Pvt. Ltd.

Executive Assistant to COO / Project Controller

Location: Mumbai (Corporate Office); daily site presence across MMR and Pune

Experience: 8-12 years in planning and project controls with a developer or major contractor

Education: B.E. / B.Tech (Civil); PMP or PSP an advantage

Department: Operations

Reports To: COO

Role Summary The COO's independent read on project performance and instrument for follow-through. Owns planning, progress verification, AOP tracking and MIS across the portfolio, and converts the COO decisions into tracked actions across departments. Reports what is happening on site, not what has been reported upward.

Scope of Responsibility

Accountable for project controls and executive support to the COOsOffice. The responsibilities below are indicative, not exhaustive, and extend to any matter the COO assigns.

1. Site Verification & Workfront

- Daily Site Visit: Visit site first thing each morning, before the days reporting hardens.
- Workfront: Assess available workfront against deployed manpower and equipment; escalate shortfalls to the Project Manager the same morning.
- Photo Record: Post dated progress with photographs to the site group daily; circulate a consolidated summary to the Management group weekly.
- Independent Verification: Verify claimed physical progress against what is standing. Where the reported and verified positions differ, the verified position goes to the COO with the difference stated.

2. Planning & Schedule Control

- Detailed Programme: Prepare the detailed project programme in Primavera or MSP with resource loading and work-done values; obtain Management approval at CC receipt and track monthly.
- Micro & Look-Ahead: Maintain micro schedules and a rolling six-month look-ahead; support monthly, weekly and daily site planning.
- Third-Party Schedules: Analyse consultant, contractor and vendor schedules and enforce alignment to the master programme.
- Critical Path: Report critical and near-critical paths, float consumption and what is driving change.
- Phasing & Logistics: Prepare the phase-wise logistics plan and update it quarterly to completion; review phasing and site logistics with the Site In-charge to expedite progress.

3. AOP & Production Performance

- AOP Preparation: Prepare the Annual Operating Plan and break it to monthly production targets by project and package.
- Planned vs Achieved: Report monthly achievement against AOP with a full-year forecast, and state what recovery is required and by when.
- Recovery:



Where achievement lags, work with the Site In-charge on catch-up, and report whether the recovery is credible.

4. Pre-Construction, Design & Approvals Tracking

- Design Deliverables: Prepare and track the Design Deliverables Schedule monthly against construction and launch need-by dates.
- Pre-Con & Liaison: Track the pre-construction process and Liaison submissions fortnightly, with delay analysis and circulation.
- CFO & OC: Track documentation for CFO and OC, ensuring submissions reach the Liaison team no later than three months before application.
- RERA: Track actual progress against MahaRERA declared timelines and flag exposure early enough for an extension to be a decision rather than an emergency.

5. Procurement, Packages & Contracts Support

- Long-Lead Plan: Prepare the material procurement plan for long-lead items quarterly and the Tender Event Schedule monthly.
- Equipment Deployment: Prepare and track the equipment deployment plan against the programme.
- Critical Packages: Review critical packages with vendors monthly structure, fa•ade, lifts and put mitigation plans to Management.
- Delay Analysis & LD: Maintain records and delay analysis supporting LD levy or clearance; prepare Time Impact Analyses and counter-claims under guidance.
- Contractual Letters: Draft and issue contractual letters to vendors monthly; route through Management and keep the record.

6. Risk, MIS & COOs Office

- Critical Issue Report: Maintain and circulate the critical issue report and risk matrix fortnightly, with owners and mitigation.
- Alerts: Raise formal alerts to the COO on matters needing immediate attention across Design, MEP, HSE, Contracts, Procurement and Construction.
- Management MIS: Prepare the pre-construction one-pager, AOP pack, review packs and briefing notes for Management, promoters and the board.
- Action Tracking: Convert COO decisions into a tracked action log across departments; chase closure and report status.
- Meetings: Set agendas, run the review calendar, record minutes and circulate action points within agreed turnaround.
- Discretion: Handle claims strategy, cost positions,



personnel and promoter matters with absolute confidentiality.

7. Standards, Innovation & Learning

- Project Control Manual: Prepare and maintain the Project Control Manual, planning standards, communication protocols and documentation workflows.
- Innovation: Propose construction technologies and methods quarterly with time and cost benefit analysis, aimed at compressing the programme.
- Benchmarking: Conduct quarterly cross-site visits, within the portfolio and across the industry, and bring back practices worth adopting.
- Productivity & Learnings: Track productivity on aluminium formwork, blockwork, waterproofing, flooring and finishing trades; document planning learnings into realistic duration norms.

Mandate & Standing

- Acts as an extension of the COOs Office. Requests for information, data and status carry the COOs authority; the role does not direct HODs or their teams.
- Reports the verified position, with any difference from the reported position stated.
- No revision to the master programme or reported progress without this roles control and Management approval.
- Direct and unrestricted access to the COO on any project matter.
- Escalates rather than adjudicates. Inter-departmental disagreements go to the COO with analysis and a recommendation.

Interfaces Project teams own delivery; this role owns measurement, verification and reporting to the COO. Works with Design & Coordination on the Design Deliverables Schedule, MEP on long-lead procurement and commissioning, HSE on programme impact of stop-work, Contracts and Procurement on packages, LD and claims, Liaison on pre-con, CFO and OC submissions, Sales on launch and possession dates, and Finance on AOP, cash flow and billing triggers.

Qualifications & Skills

- B.E. / B.Tech (Civil); PMP or PSP an advantage.
- 812 years in planning and project controls on high-rise residential or mixed-use developments.
- Expert in Primavera P6 and MSP; robust in resource loading, work-done value, EVM, delay analysis and advanced Excel.
- Working knowledge of contract conditions, LD, EOT and claim evaluation, and MahaRERA timeline and reporting obligations.
- Reads a drawing and a site, not only a schedule able to tell whether a claimed 60% is a real 60%.
- Writes clearly and briefly for senior readers; prepares board-quality packs.
- Discreet, organised, and willing to report an unwelcome position to the COO and hold it under pressure from those it concerns.

📌 Executive Assistant To COO / Project Controller (Mumbai)
🏢 Duville Estates
📍 Mumbai