Project Management Executive

Solitaire Inc; Pune District; On-site; INR 500,000 - 800,000; Full time

Job summary

Solitaire Inc. is seeking an Executive/Senior Executive - Project Documentation Government Liaison to manage all project-related documentation, official correspondence, records, and filing systems for statutory approvals and government liaison activities.

The role ensures submissions, approvals, and compliance documents are accurately prepared, systematically maintained, digitally archived, and readily available to facilitate smooth project execution and timely regulatory approvals.

Qualifications

• Experience managing government liaison documentation and submissions.
• Ability to prepare and organize compliance documents with attention to detail.
• Strong coordination with internal teams and external authorities.

Responsibilities

• Manage all project-related documentation for statutory approvals.
• Draft official letters and correspondence to government authorities.
• Prepare complete documentation sets for approvals and maintain filing systems.
• Digitally archive documents with standardized naming and version control.
• Track submissions, approvals, and compliance progress; provide status updates.
• Coordinate with government liaison teams, consultants, and internal departments.

Skills

Documentation management

Regulatory liaison

Record keeping

Digital archiving

Compliance tracking

Coordination with teams

Tools

MS Office

Document Management System

Job description

Job Summary

The Executive / Senior Executive - Project Documentation Government Liaason will be responsible for managing all project-related documentation, official correspondence, records, and filing systems required for statutory approvals and government liaison activities. The role ensures that all submissions, approvals, and compliance documents are accurately prepared, systematically maintained, digitally archived, and readily available to facilitate smooth project execution and timely regulatory approvals.

Key Responsibilities

• Documentation Management: Maintain accurate records of all incoming and outgoing correspondence related to government authorities, consultants, statutory approvals, NOCs, and project documentation. Organize and maintain both physical and digital files for all approval-related documents. Ensure proper indexing, classification, and retrieval of project records.
• Official Correspondence: Draft, type, and format official letters, applications, covering letters, and correspondence addressed to Municipal Corporations, Planning Authorities, Fire Department, Environment Authorities (MoEF/SEIAA), Revenue Department, and other statutory bodies. Ensure all correspondence complies with organizational standards, authority-specific formats, and submission protocols. Coordinate with internal stakeholders to obtain required information for preparing official communications.
• Project Approval Documentation: Prepare complete documentation sets for statutory approvals, including applications, annexures, drawings, compliance reports, supporting documents, and covering letters. Verify documentation for accuracy, completeness, and compliance before submission. Coordinate with consultants, architects, engineers, and internal departments to collect necessary documents within defined timelines.
• Digital Records Document Control: Scan, upload, and systematically archive all project documents on the organization's document management system or server. Maintain standardized folder structures, file naming conventions, and document version control. Ensure regular backup and secure storage of confidential project documents.
• Compliance Approval Tracking: Maintain trackers for submissions, approvals, statutory compliances, follow-ups, queries, and document status. Monitor approval timelines and proactively follow up with internal teams for pending documentation. Provide periodic status reports on project approvals and documentation progress.
• Coordination Administrative Support: Coordinate with government liaison teams, consultants, architects, legal, engineering, and project teams for document collection and submission.