We're Hiring

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 Job Title: Project Coordinator

Location - Pune, Maharashtra, INDIA

Job Category - Project Management

Role Type – India Night Shift

Work Mode - Hybrid

Office Hours - 08.30 PM - 05.30 AM, 09.30 PM to 06.30 AM (Adjusted as per USA daylight savings)

Experience - Intermediate, Professional

Roles Description 

An exceptional career opportunity awaits you at a company with a strong engineering focus, renowned for its expertise in resolving intricate engineering challenges. Your responsibilities will include collaborating closely with our esteemed clientele in the United States and delivering vital engineering projects within a fast-paced environment. I would like to point out that multiple job openings with identical titles are currently available for this role.

We seek a highly organized and proactive project coordinator who will work as a document controller administrator to support our engineering team. This role involves managing all engineering documentation, ensuring the timely scheduling of meetings, tracking action items (AR), and following up on daily deliverables. The ideal candidate will have experience in document control within an engineering environment and possess excellent multitasking and communication skills to help keep projects on track and maintain a smooth workflow across departments.

Responsibilities

Document Management: Manage and maintain all project-related documentation, including engineering drawings, specifications, and technical reports, ensuring they are organized, accurate, and easily accessible.

Document Control System: Implement and maintain document control systems to ensure proper versioning, approval workflows, and record retention in line with industry standards.

Meeting Scheduling & Coordination: Schedule and organize regular meetings (internal and client-facing), including engineering reviews, project updates, and design approvals. Prepare agendas, distribute meeting minutes, and track action items.

AR Tracking: Monitor and track Action Requests (AR) from meetings, ensuring that responsible parties are aware of their tasks and deadlines. Follow up on outstanding items to ensure timely completion.

Daily Deliverables Awareness & Follow-Up: Maintain visibility of daily project deliverables and milestones, ensuring that team members are aware of due dates and providing reminders or support where necessary. Follow up with relevant stakeholders on deliverable statuses.

Compliance & Standards: Ensure that all technical documentation adheres to company policies, engineering standards, and regulatory requirements.

Technical Documentation: Assist with the preparation, review, and distribution of engineering documentation, including drawings, datasheets, manuals, and procedures.

Quality Assurance: Proofread documents to ensure completeness, accuracy, and compliance before distribution or submission.

Access Control: Manage document permissions, ensuring that only authorized personnel can access or edit sensitive technical documents.

Project Coordination: Assist the engineering and project management teams with administrative tasks, including report generation, project tracking, and cross-department communication.

Auditing & Reporting: Conduct regular audits of the document control system to ensure compliance with internal and external requirements. Generate reports on document status, action items, and deliverables progress.

Archiving & Retrieval: Implement and maintain efficient document archiving systems for both physical and digital files, ensuring that all project documents can be retrieved easily when needed.

• Manage project schedules.
• Collaborate with stakeholders to ensure project delivery is on track.
• Review design packages
• Identify any gaps leading to impact on project timeline and actively work towards resolving it.
• Analyze set of data and create impactful indicators.
• Work on overall schedule planning from data collection to construction finish stage.
• Work on requests for procurement of equipment and resolving long lead parts delivery in collaboration with vendor.
• Present data and findings to a large set of group in a team.

Minimum Qualifications

• Diploma/Bachelors or equivalent; additional qualifications in engineering, administration, or project management are preferred.
• Proven experience as a document controller or administrative assistant in an engineering or construction environment.
• Familiarity with engineering documents (e.g., drawings, blueprints, technical reports) and document control procedures.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams).
• Strong organizational skills with the ability to prioritize and multitask in a fast-paced environment.
• Excellent communication skills, both written and verbal, for coordinating meetings and following up on tasks.
• Experience tracking action items (AR) and daily project deliverables.
• Knowledge of relevant document control standards and regulations.
• Ability to work independently and collaborate with cross-functional teams.

Preferred Qualifications

• Experience with engineering or CAD software is a plus but not required.

Working Model

• This role will be a hybrid role. 

Additional Information

• This is an exciting opportunity to be part of a dynamic and forward-thinking company that offers professional development opportunities, and the chance to play a significant role in expanding our global reach.
• Genesis Tech Engineers Pvt. Ltd. is an equal opportunity employer and values diversity in our workforce. We encourage candidates from all backgrounds and experiences to apply.