Project Administration & Coordination Officer

Company: ABBA Builders

Project: The 5th Avenue – Climate-Resilient Villas

Location: Kuriachira, Thrissur, Kerala

Required Joining Date: On or before 1 November 2026

Experience: 3–5 years of relevant experience preferred

Employment Type: Full-time

1. Position Overview

ABBA Builders is looking for a mature, qualified, responsible, and well-organised professional to manage the administrative and coordination activities of its climate-resilient villa project, The 5th Avenue, in Thrissur.

The role involves managing project documentation, coordinating with petty contractors and suppliers, liaising with government departments whenever required, supporting the Sales & Marketing Team, and ensuring the smooth execution of day-to-day project activities.

The ideal candidate should be self-disciplined, trustworthy, proactive, and capable of taking positive decisions within authorised limits while strictly following company policies, procedures, and management instructions.

The position requires a hands-on professional who can independently manage multiple small but important activities without constant supervision.

About ABBA Builders

ABBA Builders is part of a global business group with 39 years of business excellence, built on a commitment to quality, innovation, and customer satisfaction.

Pioneering a new approach to sustainable property development in Kerala, ABBA Builders has developed The 5th Avenue – Climate-Resilient Villas in Thrissur, with a focus on creating thoughtfully designed homes that respond to Kerala’s changing climatic conditions.

Our vision is to promote sustainable living through climate-conscious design, energy efficiency, environmental responsibility, and quality construction. By integrating climate resilience with contemporary living, ABBA Builders aims to contribute to a more sustainable future for residential real estate in Kerala.

2. Key Responsibilities

A. Project Administration & Documentation

- Manage day-to-day administrative activities related to the villa project.
- Maintain systematic records of agreements, quotations, work orders, invoices, bills, vouchers, correspondence, and other project documents.
- Ensure that documents are properly verified, approved, filed, and submitted within the prescribed timelines.
- Maintain updated records of contractor details, work status, pending activities, and administrative requirements.
- Ensure proper documentation and traceability of all important transactions and communications.

B. Contractor & Supplier Coordination

- Coordinate with petty contractors, suppliers, and service providers for ongoing villa project activities.
- Communicate work instructions and follow up on assigned tasks, completion schedules, material requirements, and pending works.
- Coordinate with contractors to ensure timely completion of assigned work and rectification of identified deficiencies.
- Maintain contractor-wise records of work completed, bills submitted, payments pending, and outstanding activities.
- Ensure that all work commitments and instructions are consistent with management approvals.

C. Government Department & External Coordination

- Visit and coordinate with relevant government departments, local authorities, utility providers, and other agencies whenever required.
- Handle authorised submissions, document collection, follow-ups, and routine administrative formalities.
- Maintain records of applications, acknowledgements, correspondence, approvals,



and pending matters.
- Ensure that official requirements are followed up systematically and delays are brought to management's attention.
- Ensure that no commitments or representations are made on behalf of the company beyond the authority delegated.

D. Financial Documentation & Expense Control

- Check contractor bills, supplier invoices, petty cash vouchers, and expense claims for accuracy and supporting documentation.
- Coordinate with the accounts team for bill processing, payment documentation, and reconciliation of records.
- Maintain records of project expenses, outstanding bills, advances, and payment status.
- Ensure that all expenses are properly documented and approved in accordance with company policy.
- Report discrepancies, unsupported claims, or irregularities to management promptly.
- Do not make financial commitments or authorise payments without the required approval.

E. Site Administration, Housekeeping & Snagging Coordination

- Coordinate with the site team and housekeeping personnel to maintain the villas and project premises in an orderly and presentable condition.
- Follow up with petty contractors on pending snagging, maintenance, and rectification works.
- Maintain a villa-wise snagging and pending-work register and update the status of each item.
- Ensure that issues identified during inspections or customer visits are communicated to the relevant persons and followed up until closure.
- Escalate delays or quality-related concerns to management for appropriate action.

F. Sales & Marketing Team Support

- Provide administrative and operational support to the Sales & Marketing Team for villa promotion and sales activities.
- Coordinate with the sales team to arrange site visits for prospective customers and ensure that the villas are ready for inspection.
- Facilitate the availability of property documents, specifications, photographs, and other project-related information required for sales activities.
- Coordinate with the site team and contractors to address customer observations, snagging issues, and rectification requirements promptly.
- Support the coordination of customer visits, property presentation, and other approved marketing activities at the project site.
- Follow up on administrative requirements communicated by the sales team and ensure timely action.
- Maintain effective communication between the management, Sales & Marketing Team, and project site to facilitate a positive customer experience.

G. Reporting & Management Coordination

- Submit daily or periodic reports on completed activities, pending tasks, contractor follow-ups, expenses, and issues requiring management attention.
- Maintain a transparent action tracker showing responsibilities, target dates, and completion status.
- Communicate important developments, delays, and operational issues to management without waiting for reminders.
- Ensure that instructions received from management are implemented accurately and within the agreed timelines.
- Maintain confidentiality of company documents, financial information, customer details, and business matters.

3.



Candidate Qualifications & Experience

- Graduate in any discipline; qualifications in Commerce, Business Administration, or Accounting will be an advantage.
- Preferably 3–5 years of experience in construction, real estate, project administration, or a similar operational role.
- Practical knowledge of invoices, bills, vouchers, expense documentation, contractor coordination, and general office administration.
- Proficiency in MS Office, particularly Excel, Word, email, and digital document management.
- Good written and verbal communication skills.
- Fluency in Malayalam is essential; basic English communication skills are preferred.
- Willingness to travel locally for site visits, contractor meetings, and government-related work.
- A valid two-wheeler driving licence and own motorcycle/bike are mandatory.

4. Required Personal Attributes The successful candidate must demonstrate:

- Maturity and responsibility: Ability to handle routine operational matters with sound judgement.
- Integrity and trustworthiness: Responsible handling of company funds, documents, and confidential information.
- Discipline and compliance: Strict adherence to company policies, procedures, and management instructions.
- Positive decision-making: Ability to resolve routine issues independently within delegated authority.
- Proactive follow-up: Ensuring that assigned activities are completed on time without repeated reminders.
- Organisation and accuracy: Maintaining proper records and managing multiple activities systematically.
- Coordination skills: Maintaining effective working relationships with contractors, suppliers, government departments, and internal teams.
- Customer orientation: Supporting the Sales & Marketing Team in maintaining the project and villas in a customer-ready condition.

5. Performance Expectations Performance will be assessed against the following parameters:

1. Timely and accurate maintenance of administrative and financial documentation.
2. Effective follow-up and coordination with contractors, suppliers, and external agencies.
3. Timely closure of pending housekeeping, snagging, and rectification activities.
4. Quality and timeliness of reporting to management.
5. Effective administrative support to the Sales & Marketing Team.
6. Compliance with company policies, approval procedures, and management instructions.
7. Ability to work independently, take appropriate decisions, and demonstrate accountability.

6. Reporting & Authority The Project Administration & Coordination Officer will report to the designated management representative. The employee is expected to exercise initiative in routine matters while obtaining prior approval for financial commitments, contractual decisions, deviations from company policy, and other matters beyond delegated authority.

7. Application & Joining Requirements

Interested candidates who meet the above requirements should submit their updated CV along with:

- Current salary and expected salary.
- Notice period and earliest available joining date.
- Summary of relevant construction or real estate experience.
- Confirmation of possession of a valid two-wheeler driving licence and own motorcycle/bike.

Required joining date: On or before 1 November 2026.

ABBA Builders seeks a dependable professional who can take ownership of day-to-day administration and coordination, follow established procedures, and contribute positively to the smooth operation and successful sale of its climate-resilient villas.

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