Project Coordinator — Entrance Automation Systems

Role summary:

The Project Coordinator provides dedicated administrative and operational support to Project Managers across projects involving entrance automation products. This role owns clerical tasks, follow‑ups, data collection, reporting and proactive alerts so Project Managers can focus on critical delivery, client engagement and escalations.

Core Responsibilities

- Project Administration

Maintain project files, schedules, checklists, change order logs, purchase requisitions and as‑built documentation.

- Site Readiness and Mobilization Support

Collect written site readiness confirmations and supporting photographs; verify permits, access and utilities; notify PM immediately of deficiencies.

- Procurement and Logistics Follow Up

Track purchase orders, lead times for imported and domestic items, delivery ETAs and coordinate with Purchase, Stores and Dispatch.

- Installation Coordination

Schedule installation slots with the installation team; prepare mobilization checklists; arrange site consumables and local logistics.

- Clerical and Financial Support

Prepare invoices, maintain billing schedules, log receipts, track outstanding payments and escalate overdue items to the PM.

- Quality and Warranty Documentation

Compile inspection checklists, installation sign‑offs, warranty registration documents and service history records.

- Reporting and Dashboards

Produce weekly and monthly project status reports, KPI dashboards, risk registers and executive summaries for management review.

- Communication and Follow Ups

Drive timely follow ups with internal stakeholders and vendors; maintain communication logs and action item trackers.

- Risk and Issue Tracking

Maintain the project risk register, log issues, record mitigation actions and ensure the PM receives timely alerts for high‑priority items.





- Handover and Closeout Support

Prepare handover packs, client acceptance documents and lessons‑learned summaries at project close.

- Continuous Improvement

Suggest process improvements based on recurring issues in procurement, installation or service.

Skills and Qualifications

- Experience

1–4 years in project coordination or operations support, preferably in mechanical, electromechanical or automation projects.

- Education

Diploma or Bachelor’s degree in Engineering, Business Administration or related field.

- Technical Knowledge

Basic understanding of door automation systems, BOMs, import logistics and site installation requirements.

- Tools and Systems

Proficient in Excel, MS Teams, Outlook, basic ERP modules and project tracking tools; familiarity with MS Project or similar is an advantage.

- Core Competencies

Strong organization, attention to detail, time management, written communication, stakeholder follow‑up, and basic commercial awareness.

- Personal Attributes

Proactive, reliable, customer oriented, able to work under pressure and comfortable with site visits.

Typical Daily Weekly and Monthly Activities

- Daily

1. Update project trackers and action item lists.

2. Follow up on outstanding POs and deliveries.

3. Log site readiness confirmations and photos.

4. Send daily highlight email for active projects.

- Weekly

1. Prepare consolidated weekly status report and KPI dashboard.

2. Review risk register with PM and update mitigation actions.

3. Reconcile invoices raised and payments received.

- Monthly

1. Produce management executive summary and portfolio dashboard.

2. Compile lessons learned and closeout checklist for completed projects.

3. Audit documentation completeness across active projects.

Job Apply Link: jobs/nihva_technologies_private_limited/project-coordinator

Pay: ₹300,000.00 - ₹500,000.00 per year

Perks:

- Provident Fund

Work Location: In person

📌 Project Coordinator (India)
🏢 Nihva Technologies
📍 India