Project Coordinator

**Job Title**: Project Coordinator

**Location**: Mumbai Head Office
**Reports To**: Director (Founder)
**Employment Type**: Full-time
**Experience Required**: 2-4 years (preferably in infrastructure, renewable energy, or engineering sectors)

**Role Overview**:
Enerspark is seeking a highly organised and detail-orientated **Project Coordinator** to work directly with the director in overseeing multiple ongoing projects. These include **wind turbine installation & commissioning (WTG I&C)** and **land acquisition assignments** and more across various Indian states. The project coordinator will be responsible for **project tracking, internal coordination, document management, communication with site teams, and support in client billing processes.**You may have to travel to visit project clients or job sites.

This role is ideal for someone who can handle complexity, take initiative, and thrive in a fast-moving, multi-project environment.

**Key Responsibilities**:
**1. Project Planning & Daily Progress Coordination**
- Maintain and update daily/weekly **progress tracking sheets** for all active projects (Google Sheets).
- Create and manage **project dashboards** (Kanban or Gantt-style) to visually reflect project timelines and bottlenecks.
- WTG I&C status.
- Daily progress photos, milestone updates, and incident reports
- Land acquisition progress such as consents of landowners, documentation of the land, registration, mutation, NA and other crucial updates

**2. Documentation Management**
- Ensure all **land-related documents** (registered deeds, sale deeds, KYC, extracts, etc.) are received, named properly, and uploaded to their respective project folders on **Google Drive**, following a standardised folder structure.
- Coordinate with site offices to **scan and upload documents** regularly.
- Maintain a **document checklist** for each land parcel and update status as documents are received.
- Ensure soft copies are available for quick access during client or legal reviews.

**3. Billing, Invoicing & Client Submissions**
- Collaborate with the accounts team to prepare:

- Client invoices for work completed
- Vendor bills for approval and payment
- Monitor **invoice timelines** based on project milestones and ensure submission is made on or before the due date.
- Track pending invoices and submitted POs, and follow up internally to **compile billing documentation** (like site completion reports or photos, site dependant).
- Maintain a **master log of invoices raised, payments received, and pending amounts**.

**4. Client & Vendor Coordination Support**
- Follow up with **clients** for acknowledgements, invoice queries, and payment status.
- Coordinate with **vendors** to collect pending documents (like bills, delivery challans, or GST certificates).
- Assist the Director in preparing **client-facing progress summaries**, reports, or presentations every week.

**5. Expense, HR & Admin Support**
- Support the HR team (using Zoho People/Expenses) in tracking field staff:

- Attendance, site movement, and leave tracking
- Expense report completion and approvals
- Verify site-related expenses submitted by staff for accuracy and flag discrepancies.
- Maintain records of **advance requests** raised by field teams and ensure reconciliation at month-end.

**6. Process Standardization & Task Management**
- Help define **SOPs for routine tasks** like site reporting, document uploads, and expense submissions.
- Maintain and regularly update a **task board or tracker (ClickUp, Zoho Projects or others)** for the internal team, and assign work to relevant parties with deadlines.
- Act as the point person to **remind and ensure accountability** among staff regarding key internal tasks.

**Qualifications**:

- MBA in business administration (preferred)
- Bachelor’s degree in Engineering, Business Administration, or related field
- 2-4 years of relevant experience in project coordination, preferably in renewable energy, civil infrastructure, or real estate
- Excellent command of English, Hindi and Kannada (optional but preferred) written & spoken

**Preferred Skills & Attributes**:

- Assertive communicator - Use strong communication skills to align team roles, update stakeholders, and ensure organised, smooth project execution.
- Critical thinking - Leverage problem-solving and critical thinking to address challenges, align stakeholders, and ensure timely project completion despite disruptions.
- Strong time management and multitasking ability.
- Budgeting
- Manage budgets by estimating costs, tracking expenses, and maintaining detailed financial records to ensure projects stay within financial limits. Research vendors and competitors to estimate the initial budget.
- Organisation
- Strong organisational skills to manage schedules, budgets, teams, and communications, often using personalised systems to keep projects on track.
- Methodical and reliable — capable of maintaining structure across complex workflows.
- Tech-savvy