1. About the Role

We are looking for a detail-oriented and well-organized Project Executive / Project Coordinator to support and coordinate projects across India. This role will be the first dedicated executive-level position within the Projects team and will play a key role in establishing a centralized project coordination and documentation process. The individual will be responsible for managing project documentation, approvals, design coordination, compliance-related paperwork, and communication between architects, interior designers, contractors, consultants, vendors, and internal stakeholders.

The ideal candidate should have experience handling documentation-intensive projects, interpreting AutoCAD drawings and design files, coordinating approvals, and ensuring that all project-related processes and paperwork are completed accurately and within defined timelines.

1. Role Objective

To establish and maintain a centralized project coordination and documentation system for all ongoing and upcoming projects across India, ensuring timely approvals, accurate documentation, effective design coordination, regulatory compliance, and seamless communication among all stakeholders.
1. Key Responsibilities (KRAs)A. Project Documentation and Record Management

- Maintain and organize all project-related documents, drawings, agreements, approvals, and correspondence.
- Prepare and maintain project trackers, document registers, approval logs, and status reports.
- Ensure the timely submission, tracking, follow-up, and closure of project documentation.
- Maintain updated, project-wise records for easy reference and retrieval.
- Ensure that all documents are accurately recorded, appropriately versioned, and accessible to relevant stakeholders.

B. Project Approvals and Compliance Coordination
- Coordinate with relevant stakeholders for project-related permissions, No Objection Certificates (NOCs), statutory approvals, and other required documentation.
- Track approval timelines and follow up with concerned departments, consultants, contractors, and authorities.
- Maintain records of approvals, permissions, and compliance-related documents.
- Identify missing documentation and follow up to ensure completion as per project requirements.
- Escalate approval delays and compliance-related issues to the reporting manager.





C. Design and Technical Coordination
- Coordinate with architects, interior designers, consultants, and contractors for design-related requirements.
- Read and interpret AutoCAD drawings, architectural layouts, interior design drawings, and other technical documents.
- Track drawing revisions, design changes, comments, and approval status.
- Ensure that the latest approved drawings and design documents are shared with the relevant stakeholders.
- Maintain records of drawing versions and ensure proper documentation of design updates.

D. Project Coordination and Follow-ups
- Act as the central coordination point for all ongoing projects across India.
- Coordinate with internal teams, vendors, contractors, architects, consultants, and other external stakeholders.
- Monitor pending activities, approvals, documentation requirements, and project milestones.
- Conduct regular follow-ups to ensure timely completion of assigned tasks.
- Track project dependencies and communicate potential delays to the reporting manager.
- Facilitate smooth information flow between all stakeholders involved in project execution.

E. Reporting and MIS
- Prepare regular project status reports covering pending approvals, documentation gaps, design updates, project milestones, and key dependencies.
- Maintain accurate project-wise trackers and Management Information System (MIS) reports.
- Monitor deadlines and highlight delays, pending actions, and outstanding requirements.
- Escalate critical issues and approval-related bottlenecks to management.
- Provide timely and accurate project updates to the reporting manager and other relevant stakeholders.

1. Required Skills and QualificationsEducational Qualifications

- Graduate in Civil Engineering, Architecture, Interior Design, Construction Management, or a related discipline.

Professional Experience
- Minimum 5 years of relevant experience in project coordination,



project documentation, interior fit-outs, construction, or a similar role.
- Experience in coordinating project approvals, compliance documentation, NOCs, permissions, and related paperwork.
- Familiarity with architectural drawings, interior design plans, drawing revisions, and project workflows.

Technical Skills
- Basic to intermediate proficiency in reading and interpreting AutoCAD drawings and design layouts.
- Proficiency in MS Excel, MS Word, PowerPoint, email communication, and project tracking tools.
- Ability to maintain structured documentation systems, approval logs, document registers, and MIS reports.

Core Competencies
- Robust organizational, documentation, and record-management skills.
- Excellent communication, coordination, and follow-up abilities.
- Strong attention to detail and accuracy.
- Ability to manage multiple projects, stakeholders, and deadlines simultaneously.
- Proactive approach to identifying pending activities, documentation gaps, and potential delays.

1. Preferred Candidate Profile

- Experience coordinating multiple projects across different cities in India.
- Prior experience with hospitality, restaurants, lounges, retail, or commercial interior fit-out projects.
- Comfortable handling documentation-intensive responsibilities and coordinating with multiple stakeholders.
- Able to work effectively with architects, interior designers, contractors, consultants, vendors, and internal management.
- Highly organized, detail-oriented, proactive, and capable of independently managing project trackers and follow-ups.

1. Key Stakeholders

The Project Executive / Project Coordinator will work closely with:
- Internal Projects and Management Teams
- Architects and Interior Designers
- Civil and MEP Consultants
- Contractors and Vendors
- Statutory Authorities and Approval Departments
- Other Internal and External Project Stakeholders

1. Expected Outcome of the Role

The successful candidate will help establish a structured and centralized project coordination system, ensuring that project documentation remains accurate and up to date, approvals are tracked and followed up on time, design revisions are properly managed, and all stakeholders receive timely project updates.

📌 Project Executive / Project Coordinator – Projects (Pan India) (Gurugram)
🏢 Ten 11 Hospitality
📍 Gurugram