APM - Planning & Documentation / Project Coordinator

APM - Planning Documentation / Project Coordinator We are seeking a Planning Project Coordinator with experience in project coordination and planning to oversee scheduling, procurement, and resource management for various project phases. The ideal candidate will be responsible for developing project plans, monitoring progress, and managing communication with clients, contractors, and internal teams to ensure the successful execution of projects.

• Develop detailed project plans and schedules using Microsoft Project (MSP) .
• Monitor and update the master construction schedule, ensuring it aligns with agreements made with contractors.
• Develop schedules at both macro and micro levels, categorizing tasks into overall programs, tender schedules, and individual work categories.
• Manage sequencing of activities, ensuring that timelines and project phases are met according to the plan.

• Establish effective project governance, processes, and systems to ensure smooth execution.
• Manage the change control process to ensure adherence to project scope and minimize scope creep.
• Ensure consistent project information flow and maintain regular communication with clients, contractors, and internal teams.
• Interface effectively with clients, consultants, and vendors to resolve any project-related issues.

• Provide guidance on procurement, ensuring cost-effective solutions and optimal resource allocation.
• Analyze material and manpower resource data, track project requirements, and identify shortfalls well in advance (4-5 months).
• Coordinate long-lead item procurement and material deliveries to prevent project delays.

• Monitor project finances and collaborate with financial departments to manage budgets and control costs.
• Prepare accurate cost estimates for tenders, ensuring all documents are complete and quantities are correct.
• Review tender documents for inconsistencies, additional items, and perform thorough checks on quantities and estimates.

• Prepare and distribute formal project progress reports, ensuring key stakeholders are updated.
• Send agenda and Minutes of Meetings (MOM) promptly to all concerned parties.
• Develop and manage schedules for procurement, installation, and project-related milestones.
• Ensure that all project documentation (e.g., contract documents, drawings, change orders) is processed in a timely manner.

• Conduct test fits and layouts to optimize space utilization for clients, considering design requirements.
• Ensure that design and construction phases are aligned, and design changes are incorporated into the overall schedule.

• Address delays, emergencies, or site issues, ensuring adherence to proper procedures.
• Define and track overall success criteria for the project, including time, cost, and performance.
• Contribute to business development efforts by identifying new opportunities, assisting with bid proposals, and marketing the company s services.

• Identify and cultivate new business opportunities through regular meetings with clients, developers, architects, and vendors.
• Assist with procurement and negotiation of contracts, ensuring cost-effective agreements.
• Ensure quality control and compliance with project specifications and safety standards.

• Educational Qualification: Diploma or Bachelors degree in Civil, Mechanical, Electrical, or Architectural fields.
• Software Proficiency: Advanced proficiency in Microsoft Office Suite , especially Microsoft Project (MSP) . Knowledge of AutoCAD is a plus.
• Language Skills: Familiarity with Tamil and Malayalam (preferred). Experience working in Tamil Nadu or Kerala is an added advantage.
• Communication Skills: Excellent written and verbal communication skills, with the ability to effectively present information and interact with all stakeholders.
• Problem-Solving: Strong critical thinking and problem-solving abilities, with a proactive and hands-on approach.
• Financial Understanding: Basic knowledge of financial principles, including budget management and cost estimation.

• Strong decision-making and leadership abilities, with potential for future growth into more senior roles.
• Proficient in contract negotiation and conflict resolution.
• High integrity, creativity, and adaptability.
• Excellent organizational skills and the ability to manage multiple tasks simultaneously.
• Willingness to work extended hours as needed based on project requirements (occasionally).