Position Summary The Project Coordinator–Manager owns vendor and supplier communication across all company operations in the United States: hospitality (Quality Inn Lancaster, Sleep Inn),

fuel and convenience retail (Trexler Travel Center, Blue Mountain Travel Center), food service franchises (Subway, Pizza Hut, Champs Chicken), IT and staffing services,

construction and facilities projects, and commercial truck repair.

The position is based at the FCG office in Surat and works U.S. Eastern Time hours. The

Coordinator–Manager operates as ownership’s central point of control over the vendor base — negotiating terms, holding vendors to contract, directing U.S. on-site managers on vendor-related execution, and reporting exceptions upward. The role carries defined purchasing authority and is expected to resolve matters independently within that authority rather than routing every item back to ownership.

Key Responsibilities

Vendor Communication & Relationship Management

Serve as the primary contact for all vendors, suppliers, contractors, and service providers across every business unit

Maintain a master vendor directory with contacts, account numbers, terms, pricing schedules, and renewal dates

Solicit and compare quotes; negotiate pricing and terms within approved authority;

present recommendations above that threshold

Escalate and drive service failures, delivery shortages, and billing disputes to written resolution

Contracts, Pricing & Renewals

Track all vendor agreements, expiration dates, auto-renewal clauses, and notice deadlines; provide 60-day advance notice to ownership

Verify that invoiced pricing matches contracted pricing; document and recover all variances

Maintain current certificates of insurance, W-9s, and licensing for every active vendor and subcontractor

Purchasing & Order Coordination

Issue and approve purchase orders up to [$X,XXX] per transaction; confirm acknowledgments, ship dates, and delivery

Coordinate fuel deliveries, food service supply orders, hotel FF&E; and consumables,

shop parts, and IT licensing renewals

Reconcile packing slips, invoices, and receipts from digital copies; forward clean documentation to accounting





Offsite Project & Service Management

Schedule contractor and vendor site visits; direct U.S. on-site managers to provide access, verify scope, and complete sign-off

Require photo or written confirmation of completed work before approving vendor invoices

Track open work orders, preventive maintenance schedules, and equipment service intervals across all locations

Support construction and renovation projects by coordinating subcontractors,

material deliveries, and permit-related correspondence

Franchise & Brand Compliance

Manage communication with franchisor and brand-mandated supply programs

(Choice Hotels, Subway, Pizza Hut, Champs Chicken, Marathon, Sunoco, TA

Express)

Ensure approved-vendor requirements and brand standards are met in all ordering

Reporting & Oversight

Deliver a weekly written status report covering open vendor issues, pending quotes,

upcoming renewals, delivery exceptions, and cost variances

Hold a scheduled weekly video review with ownership

Maintain organized, shared digital records so any vendor file can be located by ownership without assistance

Required Qualifications

3 years in vendor management, purchasing, project coordination, or multi-site operations support

Prior experience supporting U.S.-based clients or operations from India, including night-shift or EST-aligned schedules

Demonstrated ability to manage many concurrent threads across multiple sites and time zones without dropping follow-up

Fluent written and spoken English; professional, direct, and documented communication with U.S. vendors by phone and email

Proficiency with Excel/Google Sheets, email, shared-drive file management, and video conferencing

Preferred Qualifications

Experience in hospitality, fuel/convenience retail, food service franchising,





construction, or fleet maintenance

Familiarity with purchase order systems, POS back-office platforms, or property management systems

Working knowledge of Hindi and Gujarati in addition to English

Work Arrangement

In office at the FCG office, Surat, Gujarat, aligned to U.S. Eastern Time business hours

Company-provided workstation, U.S. phone line, and communication tools monitored continuously during scheduled hours

Prompt acknowledgment of ownership communications during business hours

Reliable backup connectivity and power arrangements to maintain coverage during outages

[Occasional travel to U.S. properties, subject to visa — specify frequency, or delete if none]

Core Competencies

Follow-through. Every open item is tracked to written closure. Nothing is left to memory. Documentation discipline. Verbal commitments are confirmed in writing the same day. Commercial judgment. Recognizes when a price, term, or invoice is out of line and acts on it. Composure. Holds firm with vendors on terms and service failures while preserving the relationship. Self-management across distance. Produces results without supervision and reports problems early rather than late. Discretion.

Handles pricing, contracts, and business information confidentially.

Performance Standards

Performance will be evaluated on:

Response time to vendor and internal inquiries (same business day)

Accuracy of invoice-to-contract reconciliation and dollars recovered

Zero missed contract renewal or cancellation deadlines

Documented cost savings achieved through competitive quoting and negotiation

Completeness and timeliness of the weekly status report

This description outlines the general nature of the position and is not an exhaustive list of duties. Responsibilities may be modified at the discretion of ownership.

Pay: ₹25,000.00 - ₹45,000.00 per month

Ability to commute/relocate

- Surat, Gujarat 395006: Reliably commute or planning to relocate before starting work (Required)

Language:
- Fluent English (Required)

Location:
- Surat, Gujarat 395006 (Required)

Work Location: In person

📌 Project Cordinator (Surat)
🏢 Freedom Consulting Group
📍 Surat