Back Office Staff

Job description:

Job Title: Project Coordinator – Interior Projects( Female Candidate)

Company: Vallabhi Engineering Services
Location: Lucknow / Project Sites
Experience: 1–2 Years
Qualification: B.Tech( Electrical) / Diploma in Electrical Engineering (preferred)

Role Overview

The Project Coordinator will be responsible for end-to-end coordination of interior fit-out projects, ensuring timely execution, documentation, cost control, and smooth communication between stakeholders. The role requires strong backend management, site coordination, and disciplined execution to ensure projects are delivered within timelines and quality standards.

Key Responsibilities1. Project Planning & Execution

• Assist in planning, scheduling, and execution of interior projects.

• Prepare baseline project timelines and track progress against targets.

• Ensure project completion within defined time limits.

• Coordinate with site teams to ensure alignment with project scope and drawings.

2. Site Coordination & Monitoring

• Daily coordination with Site Supervisors.

• Monitor site progress, manpower utilization, and material availability.

• Conduct regular follow-ups and resolve site-level issues proactively.

• Ensure adherence to safety standards and project guidelines.

3. Reporting & MIS

• Prepare and submit Daily MIS Reports from site.

• Maintain progress trackers (weekly/monthly dashboards).

• Highlight delays, risks, and deviations to management.

• Maintain proper documentation of site activities.

4. BOQ Management & Cost Tracking

• Prepare and maintain BOQ (Bill of Quantities).

• Track Planned vs Actual quantities and costs.

• Identify cost overruns and suggest corrective measures.

• Support budgeting and cost optimization.

5. Documentation Management

• Maintain complete documentation in hard copy and soft copy, including:

• BOQ

• Purchase Orders (PO)

• Proforma Invoices (PI)

• Tax Invoices

• Warranty & Guarantee Documents

• Work Completion Certificates

• Ensure all project documents are updated and easily retrievable.

6. Billing & Payment Coordination

• Prepare and process client billing/invoices.

• Follow up for payment realization from clients/parties.

• Coordinate with accounts for reconciliation.

• Track receivables and ensure timely collections.

7. Vendor & Stakeholder Management

• Liaison with:

• Vendors & Suppliers

• Contractors

• Landlords

• Clients (Main Party)

• Ensure timely procurement and delivery of materials.

• Maintain strong relationships for smooth project execution.

8. Procurement & Order Processing

• Raise Purchase Orders (PO) and Proforma Invoices (PI).

• Coordinate with procurement team for material sourcing.

• Ensure quality and timely delivery of materials.

9. Performance Monitoring

• Monitor and evaluate Site Supervisor performance.

• Track productivity, quality, and adherence to timelines.

• Report performance insights to management.

10. Defect Liability Period (DLP) Management

• Monitor projects during the DLP period.

• Ensure timely resolution of defects/complaints.

• Coordinate with site teams for post-completion support.

11. Communication & Coordination

• Handle email communication with clients, vendors, and internal teams.

• Maintain proper communication records.

• Ensure clarity and transparency across all stakeholders.

12. Project Closure

• Ensure proper handover of completed projects.

• Obtain Work Completion Certificates.

• Close all documentation and financials properly.

Additional Responsibilities (Value-Added)

• Assist in tender preparation and estimation (if required).

• Maintain material inventory tracking.

• Support in quality control checks at site.

• Assist in risk management and mitigation planning.

• Implement basic project management tools/software (Excel, ERP, etc.).

• Maintain client satisfaction and feedback records.

• Support audits and compliance requirements.

• Suggest process improvements for efficiency.

Key Skills Required

• Strong coordination and communication skills

• Good behavior, disciplined, and dedicated approach

• Time management and multitasking ability

• Basic knowledge of electrical & interior works

• Proficiency in MS Excel, Word, and email communication

• Problem-solving and follow-up skills

• It is a Full Time Back Office / Data Entry job for candidates with 1 - 2 years of experience.