Project Coordinator

1 week ago

Hyderabad City Taluka, Pakistan Base Camp Data Solutions Full time

We are seeking a highly skilled and detail-oriented Project Coordinator with expertise in Excel sheets, cost estimation, and procurement. This role requires overseeing the entire production process, managing project timelines, creating and handling Purchase Orders (POs), issuing vendor and client invoices, and ensuring accurate financial documentation. The ideal candidate should have strong organizational and communication skills to maintain efficient project workflows.

Responsibilities
  • Project Coordination:
  • Oversee and track project timelines, deliverables, and milestones.
  • Coordinate between clients, vendors, and internal teams to ensure projects are completed on time and within budget.
  • Organize and schedule meetings, prepare project agendas, and follow up on action items.
  • Maintain project documentation and ensure all communications are up-to-date.
  • Ensure effective communication and resolution of project-related issues.
  • Supervise the daily production process and ensure adherence to schedules.
  • Work closely with the production team to monitor progress and maintain quality standards.
  • Identify production challenges and implement process improvements.
  • Manage inventory, procurement of materials, and ensure timely availability of resources.
  • Collaborate with the team to optimize workflow and meet deadlines.
  • Cost Estimation & Financial Management:
  • Prepare detailed cost estimates for projects, including labor, materials, and overheads.
  • Work with clients to understand requirements and provide accurate project cost projections.
  • Analyze client specifications, review historical data, and consult with vendors for pricing.
  • Review and adjust estimates for scope changes or unforeseen circumstances.
  • Present cost estimates to clients and senior management for approval.
  • Procurement & Invoice Management:
  • Create and issue Purchase Orders (POs) for required materials, equipment, and services.
  • Ensure POs align with project requirements, specifications, and budgets.
  • Monitor PO status to ensure timely vendor deliveries.
  • Collaborate with finance to track and record POs accurately.
  • Issue vendor invoices based on POs and received goods/services.
  • Ensure timely generation of client invoices reflecting services, milestones, and materials.
  • Track outstanding invoices and follow up for timely payments.
  • Maintain an organized record of all vendor and client invoices.
  • Excel Sheets & Data Analysis:
  • Create and maintain detailed Excel sheets for tracking project progress, budgets, schedules, and procurement.
  • Use advanced Excel functions such as Pivot Tables, VLOOKUP, and Macros for data analysis.
  • Update spreadsheets for POs, invoices, and cost tracking to maintain financial clarity.
  • Develop and maintain KPIs, forecasts, and performance reports using Excel.
  • Reporting & Documentation:
  • Provide regular updates to senior management on project status, production timelines, and financials.
  • Prepare reports related to production schedules, invoices, cost estimations, and financial performance.
  • Maintain accurate records of all project-related documents, including estimates, POs, and invoices.
  • Team Collaboration & Support:
  • Support cross-functional teams by guiding project timelines and resource management.
  • Mentor team members on best practices related to production, estimation, invoicing, and Excel-based reporting.
  • Collaborate with the finance department for smooth financial documentation flow.
Requirements
  • Bachelor's degree in Business Administration, Project Management, Engineering, or a related field.
  • 3-5 years of experience in project coordination, cost estimation, and invoice management.
  • Proficiency in Microsoft Excel and other project management software.
  • Proven experience as a Project Coordinator or similar role.
  • Strong expertise in Excel (Pivot Tables, VLOOKUP, Macros, etc.) for data analysis and reporting.
  • Proficient in cost estimation and preparing detailed project estimates.
  • Experience in creating and managing Purchase Orders (POs) and vendor/client invoices.
  • Strong project management skills with the ability to handle multiple tasks and deadlines.
  • Excellent communication skills and ability to coordinate with clients, vendors, and teams.
  • Attention to detail and strong problem-solving ability.
  • Knowledge of production processes, supply chain management, and procurement systems.
  • Ability to track and manage project finances, budgets, and timelines efficiently.
Benefits
  • Medical Insurance
  • Paid Leaves
  • Quarterly Bonuses
  • Opportunity to work with a team of talented individuals.
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