Project Coordinator-Sion

Decon Management Services; Mumbai; On-site; INR 550,000 - 750,000; Full time

Job summary

Decon Management Services seeks a Project & Administration Executive to handle administrative tasks, documentation, project coordination, and tender support for ongoing and upcoming projects in Mumbai.

You will maintain records, coordinate with internal teams, prepare proposals, track tenders, and ensure smooth client, contractor, and supplier communications under management direction.

Qualifications

• Excellent written and verbal English communication.
• 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.

Responsibilities

• Product knowledge: learn all products and services; support proposals and client communications.
• Project administration: manage emails, document project requirements, and approvals.
• Project monitoring: create status reports on ongoing, upcoming, and tender activities.
• Client & project coordination: liaise with clients, consultants, contractors, and suppliers for estimates and orders.
• Internal coordination: inform departments on materials, equipment, and staffing needs.
• Proposal & quotation prep: assist with budget estimates and commercial submissions.
• Tender monitoring: track government and private tenders and summarize requirements.
• Office administration: handle documentation, filing, scheduling, and records.
• Daily work diary: maintain date-stamped logs of tasks and follow-ups.
• Material & equipment tracking: coordinate stock and site readiness with site teams.

Skills

English communication

Organizational skills

MS Office proficiency

Technical drawings understanding

Email drafting

Time management

Coordination

Tender documentation

Education

Graduate in Commerce, Management, Engineering, or related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

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

• 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

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.