Project & Administration Executive-Sion

Decon Management Services; Mumbai; Sur place; INR 600 000 - 900 000; Plein temps

Résumé du poste

Decon Management Services in Mumbai is seeking a Project & Administration Executive to handle administrative duties, project coordination, tender support, and BD assistance across ongoing projects. You will maintain records, coordinate with clients, contractors, and suppliers, prepare proposals and quotations, monitor tender status, and ensure timely communication and documentation.

The role requires training in MS Office, strong English communication, and experience in construction or related

Qualifications

• Graduate in Commerce, Management, Engineering, or related field.
• 35 years of experience in project administration, tender coordination, office administration, or construction/project management support.
• Experience in infrastructure, construction, engineering, or sports infrastructure preferred.
• Strong written and verbal communication in English mandatory.
• Proficient in Microsoft Office (Word, Excel, Outlook & PowerPoint).

Responsabilités

• Coordinate with clients, consultants, contractors and suppliers for estimates, proforma quotations, purchase orders, delivery schedules, and site coordination.
• Prepare budgetary estimates, proforma quotations, technical proposals, commercial offers and project presentations.
• Review project emails and correspondence, maintain communication records and obtain approvals from management.
• Maintain complete project files and documentation for every project.
• Prepare and update a comprehensive Project Status Report covering ongoing, upcoming, tender and proposal status.
• Maintain a Daily Work Diary with tasks, pending work, completed work and follow-up actions.
• Track materials, tools, equipment and consumables; ensure returns after project completion.

Connaissances

English communication

Organizational skills

Documentation

MS Office

Email drafting

Coordination

Tender knowledge

Formation

Graduate in Commerce, Management, Engineering, or related field

Outils

Microsoft Office

Description du poste

Role & responsibilities

Department - Administration / Projects Reporting To - Director / Management

Job Summary - The Project & Administration Executive will be responsible for providing administrative, documentation, project coordination, tender support, and business development assistance for all ongoing and upcoming projects. The role requires maintaining systematic records, coordinating with internal teams, monitoring project progress, preparing proposals and quotations, tracking tenders, and ensuring smooth communication between clients, contractors, suppliers, and the management.

Office Timing: 10 am 6:30 pm Preferred Qualification

• Graduate in Commerce, Management, Engineering, or related field.
• 35 years of experience in project administration, tender coordination, office administration, or construction/project management support.
• Experience in infrastructure, construction, engineering, or sports infrastructure companies will be preferred.
• Strong written and verbal communication skills in English are mandatory, as the role involves regular email correspondence, proposal preparation, and documentation
• Proficient in Microsoft Office (Word, Excel, Outlook & PowerPoint).

Key Responsibilities

1. Product Knowledge

• Learn and maintain complete knowledge of all products and services offered by the company.
• Understand technical specifications, applications, certifications, installation methodology, and project requirements.
• Utilize product knowledge while preparing proposals, quotations, technical submissions, and client communications.

2. Project Administration

• Review all incoming and outgoing project-related emails and correspondence.
• Understand project requirements and maintain proper communication records.
• Prepare replies to emails after obtaining necessary approvals from management.
• Maintain complete project files and documentation for every project.

3. Project Monitoring & Status Reports

• Prepare and regularly update a comprehensive Project Status Report covering: o Ongoing Projects o Upcoming Projects o Expected Projects o Tender Status o Proposal Status
• Ensure all project information is updated accurately and shared with management whenever required.

4. Client & Project Coordination (Only under the instructions of Management) Coordinate with clients, consultants, contractors and suppliers for:

• Estimates
• Proforma Quotations
• Purchase Orders
• Material Dispatch
• Delivery Schedule
• Site Coordination
• Documentation
• Completion Certificates
• Project Close-out Documentation Monitor project progress until successful completion.

5. Internal Project Coordination Review project requirements from drawings, emails, BOQs, and purchase orders and inform the concerned departments in advance regarding:

• Raw Materials
• Equipment
• Tools
• Skilled Labour
• Unskilled Labour
• Transportation Requirements
• Site Readiness Ensure timely coordination to avoid delays in project execution.

6. Proposal, Estimate & Quotation Preparation Prepare:

• Budgetary Estimates
• Proforma Quotations
• Technical Proposals
• Commercial Offers
• Project Presentations

All documents shall be submitted only after obtaining approval from the Director or Management.

7. Tender Monitoring & Documentation

• Regularly monitor government and private tender portals.
• Identify tenders relevant to the company's business.
• Download tender documents.
• Prepare tender summaries.
• Prepare Prequalification (PQ) criteria in the prescribed company format.
• Highlight important commercial and technical conditions for management review.

8. Office Administration

Carry out all administrative duties assigned by the Director or Management, including documentation, filing, correspondence, scheduling, and record maintenance.

9. Daily Work Diary / Online Updates

Maintain a date-wise Daily Work Diary containing:

• Tasks Assigned
• Pending Work
• Completed Work
• Follow-up Actions
• Important Discussions
• Commitments Made The diary shall be updated daily to ensure accountability and avoid delays.

10. Material & Equipment Tracking

Coordinate with site teams and maintain records of:

• Balance Materials
• Tools
• Equipment
• Machinery
• Consumables

Ensure unused materials and equipment are returned to the company warehouse after project completion.

11. Business Development Support (Only under the instructions of Management) Conduct online research to identify potential business opportunities from:

• Schools / Colleges / Universities
• Sports Complexes
• Clubs
• Builders / Developers
• Architects
• Government Organizations
• Private Institutions

Prepare introduction letters, maintain prospect databases, and assist management with follow-up activities.

12. Email & Project Documentation Management Maintain organized email records for every project by:

Creating separate project folders.

• Maintaining hyperlinks for easy access.
• Organizing project documents systematically.
• Ensuring all project information is readily available for internal reference.
• Maintain confidentiality of company information.
• Follow company procedures and documentation standards.
• Ensure timely completion of all assigned work.
• Coordinate effectively with all departments.
• Maintain professional communication with clients, consultants, contractors, and suppliers.
• Support management in achieving project deadlines and business objectives.
• Perform any additional duties assigned by the Director or Management from time to time.

Required Skills

• Excellent written and verbal communication in English.
• Strong organizational and documentation skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to understand technical documents and drawings.
• Good email drafting and correspondence skills.
• Time management and multitasking abilities.
• Strong follow-up and coordination skills.
• Basic understanding of tender documentation and project administration.

Performance Expectations

• Timely completion of assigned work.
• Accurate documentation and record keeping.
• Effective project coordination.
• Timely submission of proposals and quotations.
• Efficient tender monitoring and reporting.
• Organized project documentation.
• Proactive communication and follow-up.
• High level of professionalism, accountability, and confidentiality