Project Coordination Executive

Job Summary

The Project Coordination Executive will be responsible for managing end-to-end coordination between dealers, the factory, and internal teams to ensure smooth project execution and timely delivery. The role includes preparing quotations, understanding product specifications, managing dispatch coordination, and tracking project progress until closure.

Key Responsibilities

• Dealer Coordination:
  
  

Act as the primary contact point for dealers regarding project delivery timelines, quotations, and material updates.

Provide accurate and timely information on order status, dispatches, and pending deliveries.

Maintain effective communication to ensure dealer satisfaction and clarity on all project aspects.

• Factory Coordination:
  
  

Coordinate with the factory team for production schedules and dispatch planning.

Follow up on material readiness, quality verification, and logistics arrangements.

Ensure all dispatch-related documents are accurate and shared with the concerned stakeholders.

• Internal Coordination (Mumbai Office):
  
  

Liaise with the internal coordination and commercial teams at the Mumbai office for order processing, invoicing, and documentation.

Maintain smooth communication between the regional and head office teams for approvals and updates.

• Quotation & Product Knowledge:
  
  

Prepare quotations and estimates as per project requirements and company guidelines.

Understand the complete product portfolio, applications, and specifications to provide accurate information to dealers and project clients.

Support the sales and project teams with technical or commercial inputs as needed.

• Project Tracking & Closure:
  
  

Track project progress after order confirmation and coordinate with all stakeholders for timely completion.

Maintain project tracking sheets and report regularly on status, issues, and milestones.

Ensure all post-delivery formalities, documentation, and project closure activities are completed.

• Reporting & Documentation:
  
  

Prepare weekly/monthly reports on project progress, dispatches, and pending tasks.

Maintain organized documentation of quotations, correspondence, and approvals for each project.

Key Skills & Competencies

Strong coordination and communication skills (verbal & written).

Ability to understand product specifications and applications.

Proficiency in preparing quotations, MS Excel, Word, and email correspondence.

Good organizational, analytical, and follow-up abilities.

Knowledge of dispatch, logistics, and project tracking processes.

Ability to multitask and manage deadlines effectively.

Qualification & Experience

Graduate (preferably in Business Administration, Operations, or related field).

2–4 years of experience in project coordination, sales support, or operations role.