ABOUT FLIPSPACES:

We are a Virtual-Reality-Tech-based design and contracting venture that aims at disrupting the way consumers design and execute the interiors of their spaces. Flipspaces is one of India's Fastest Growing Real Estate ventures with interests in Consulting, Technology, Design and Management of commercial real estate headquartered in Mumbai with offices in Bangalore, Delhi, Hyderabad, Gurgaon, USA, Pune, Ahmedabad and soon in UAE.

COMPANY GROWTH STORY AND OUTLOOK:

Formed in 2011, Flipspaces entered Interior Turnkey Projects in 2014 and has grown 4X year on year, gearing up for expansion in USA, Singapore, and Middle East. Our tech-enabled delivery and qualified vendor ecosystem enables supreme quality, quick turnaround, and cost benefits. Clients include Times of India, Aditya Birla Group, RazorPay, Regus, Indiqube, Chaayos, and many more.

Take a sneak peek at our game-changing tech... https://www.youtube.com/watch?v=c-A3MFs7rLc&t;=14s

Work Culture- Inside Flipspaces: https://www.youtube.com/watch?v=YNzg5-f6YGs

Website: http://flipspaces.com/

Designation: Senior Project Coordinator – Commercial Interior Projects | Band: SPM Equivalent The Senior Project Coordinator is the planning and control backbone of every commercial interior project at Flipspaces. While the Project Manager owns site execution and delivery, the Senior PC owns the structured system behind it — master schedules, documentation, cross-functional coordination, internal governance, and stakeholder communication. This role ensures that nothing falls through the gaps between design, procurement, site, and client — and that every stakeholder has the right information at the right time.

Roles and Responsibilities:

A. Project Planning & Scheduling

- Build and own the master project schedule for every assigned project — covering all phases from design freeze to procurement, site mobilisation, execution, and handover — using MS Project, Excel, or the PM platform.
- Break down the master schedule into activity-level plans per trade and function; set clear milestones, dependencies, and float buffers for each phase.
- Maintain a live schedule updated weekly against actual progress — flag deviations from baseline immediately to the PM and AGM.
- Run critical path analysis; identify schedule risks early and present mitigation options before they become delays.
- Prepare and maintain a 3-week Look-Ahead Schedule for site teams and vendors — ensuring everyone knows what is due and when.
- Coordinate with design, procurement, and site teams to ensure schedule inputs are aligned and dependencies are not broken.

B. Documentation & Reporting

- Own all project documentation — maintain a structured project file covering contracts, drawings, BOQ revisions, approvals, MOMs, site instructions, and correspondence.
- Prepare and circulate Weekly Progress Reports (WPRs) to clients and internal leadership — covering schedule status, milestones achieved, open items, and risks.
- Issue Meeting Minutes (MOMs) for all project meetings — client reviews, internal coordination, and vendor briefings — within 24 hours of each meeting.




- Maintain a master action item tracker across all meetings — track open items, owners, and deadlines; follow up to closure.
- Prepare project dashboards and status decks for leadership reviews — RAG health, schedule adherence, documentation compliance, and open risk log.
- Manage the drawing register — track issued, superseded, and pending drawings; ensure site team always works from the latest approved revision.
- Maintain a formal correspondence log — ensure every client and consultant instruction is documented and nothing is left verbal.

C. Client Stakeholder Management

- Be the primary communication interface for all planning, scheduling, and documentation matters between Flipspaces and the client.
- Prepare and share the project communication plan at kickoff — define cadence, format, and ownership for all client-facing updates.
- Conduct or support periodic client review meetings — prepare agendas, present schedule and documentation status, capture decisions and approvals formally.
- Manage client expectations on timelines proactively — communicate schedule risks and recovery plans before the client experiences the impact.
- Track all client approvals — design sign-offs, material approvals, change order approvals, and handover sign-offs — in a formal approval register.
- Manage client change requests — log each request, assess schedule and cost impact with the PM, issue a formal change note, and track through to approval and implementation.

D. Internal Stakeholder Coordination

- Act as the coordination hub between design, procurement, finance, MEP, and site teams — ensuring information flows without gaps and no function is waiting on another due to poor coordination.
- Chair weekly internal project coordination meetings — ensure all functions have updated inputs and that cross-functional dependencies are visible and managed.
- Track design deliverable schedules — ensure drawings are issued on time to procurement and site; escalate any design delay that will impact execution.
- Coordinate with procurement on material delivery schedules — align delivery dates to the site schedule and flag gaps early.
- Coordinate with the billing team on milestone completion — confirm work completion aligns to the billing schedule and invoice triggers are raised on time.
- Liaise with the MEP coordinator, QC team, and APM on daily site activities — collect inputs for WPRs and maintain data integrity across all reporting.

E. Risk, Change & Closeout Management

- Maintain a formal risk register — identify risks early, assign owners, define mitigation actions, and track status throughout the project.
- Log all site issues in a structured issue register — track to resolution with owner accountability and deadlines.




- Manage the change order process — document all scope changes, assess time and cost implications, prepare formal change notes for client approval, and update the schedule accordingly.
- Own project closeout documentation — ensure all snags, open items, warranties, as-built drawings, and handover certificates are complete before project closure.

WHAT MAKES THIS ROLE HARD:

- You are the connective tissue of the project — accountable for coordination and information flow with no direct authority over the 5–6 functions you depend on to deliver.
- Keeping design, procurement, site, MEP, billing, and client aligned to the same schedule simultaneously, when each has its own pressures, requires unrelenting follow-through.
- Clients escalate to whoever they can reach — the Senior PC is often the first call, and managing client anxiety about timelines with composure and credibility is a daily reality.
- Documentation discipline is the first thing that breaks under project pressure — holding yourself and others to the standard every single day, not just at kickoff, is genuinely hard.
- Schedule changes happen daily — updating the plan, re-running the critical path, and communicating the impact to all stakeholders before anyone is surprised is an unrelenting responsibility.

DESIRED CANDIDATE PROFILE:

- 5–9 years in project coordination, project controls, or project management in commercial interiors, construction, or real estate.
- Strong project scheduling skills — proficient in MS Project, Excel-based scheduling, or PM tools; hands-on experience with critical path and Gantt-based planning.
- Excellent written communication — able to produce clean WPRs, crisp MOMs, and professional client correspondence independently.
- High attention to detail and documentation discipline — nothing slips, nothing is left verbal, everything is on file.
- Comfortable managing multiple projects simultaneously with structured systems rather than memory and instinct.
- Degree in Civil Engineering, Architecture, Construction Management, or Business Administration. PMP certification is an advantage.

KEY SKILLS:

- Master schedule development & critical path analysis • 3-week Look-Ahead scheduling • Milestone tracking
- WPR & project dashboard preparation • MOM & action item management • Drawing register management
- Client communication & expectation management • Change order documentation & tracking
- Risk & issue register management • Cross-functional coordination • Project closeout documentation
- MS Project / Excel scheduling • PM platform (Vizdom / Asana) • Formal correspondence log management

WHY JOIN FLIPSPACES?

- Work on landmark commercial projects for India's leading corporates, co-working operators, and enterprise brands.
- A role where your planning and coordination work is directly visible to clients and senior leadership — high-impact, not back-office.
- Performance-linked appraisals, spot awards, and a explicit career path into Project Management or Operations leadership.
- Be part of a technology-driven, high-performance culture that values doing things the right way, not just the fast way.

📌 Project Controller (Pune)
🏢 Flipspaces
📍 Pune