Project Coordinator

Hyderabad - Pakistan

Monthly Salary: Not Disclosed

Posted on: Yesterday

Vacancies: 1 Vacancy

Job Summary

BlinkSigns is a print and signage service company serving Fortune 500 businesses and enterprises of all sizes. Our team of experts offers unparalleled service and support to meet creative innovative and high-standard signage needs. We are Better Business Bureau accredited and affiliated with Midwest Sign Association The International Sign Association and the United States Sign Council. We are looking for a highly skilled and detail-oriented Project Coordinator with expertise in Excel sheets cost estimation and procurement. This role will involve overseeing the entire production process managing project timelines creating and managing Purchase Orders (POs) issuing vendor and client invoices and ensuring the timely and accurate completion of tasks and financial documentation. The ideal candidate will have strong organizational and communication skills along with an ability to maintain efficient project workflows.

Key Responsibilities:

1. Project Coordination:
Oversee and track project timelines deliverables and milestones.

Coordinate between clients vendors and internal teams to ensure that projects are completed on time and within budget.

Organize and schedule meetings prepare project agendas and ensure follow-up on action items.

Maintain project documentation and ensure all communications are accurate and up to date.

Ensure effective communication and resolution of any project-related issues or changes.

Supervise the daily production process and ensure adherence to production schedules.

Work closely with the production team to monitor progress and ensure quality standards are maintained.

Identify production challenges and work on process improvements.

Manage inventory procurement of materials and ensure timely availability of resources to avoid delays.

Collaborate with the team to optimize the production workflow and meet project deadlines.

Prepare detailed cost estimates for projects including labor materials overheads and other necessary expenses.

Work with clients to understand their requirements and provide accurate project cost projections.

Analyze client specifications review historical data and consult with vendors to gather pricing information.

Review estimates periodically and adjust for scope changes or unforeseen circumstances.

Present cost estimates to clients and senior management for approval and make necessary revisions.

Create and issue Purchase Orders (POs) for required materials equipment and services ensuring timely procurement.

Ensure that all POs are aligned with project requirements specifications and budgets.

Monitor the status of POs to ensure that vendors deliver materials on time and in the correct quantity.

Work with finance to ensure that POs are accurately tracked and recorded.

Issue vendor invoices based on POs and received goods/services.

Ensure timely generation of client invoices reflecting services rendered project milestones materials provided and labor costs.

Track outstanding invoices and follow up with clients and vendors for timely payment.

Collaborate with the finance team to ensure that all invoices are accurate and payments are processed promptly.

Maintain an organized record of all vendor and client invoices and ensure compliance with project budgets.

2. Excel Sheets and Data Analysis:

Create and maintain detailed Excel sheets for tracking project progress budgets production schedules and procurement.

Use advanced Excel functions such as pivot tables VLOOKUP macros etc. to analyze project data and generate performance reports.

Create and update spreadsheets for POs vendor/client invoices and cost tracking to maintain a clear financial overview of each project.

Develop and maintain KPIs forecasts and performance reports using Excel to support project management and decision-making.

3. Reporting and Documentation:

Provide regular updates to senior management on the status of projects production timelines and financials.

Prepare reports related to production schedules invoices cost estimations and financial performance for internal and client review.

Maintain accurate records of all project-related documents including estimates POs and invoices.

4. Team Collaboration and Support:

Support cross-functional teams by providing guidance on 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 to ensure the smooth flow of financial documentation.

Requirements

Bachelors 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 relevant software tools (e.g. project management software).

Key Skills and Qualifications:

Proven experience as a Project Coordinator or a similar role.

Strong expertise in Excel (advanced functions such as pivot tables VLOOKUP macros etc.) for data analysis reporting and project tracking.

Proficient in cost estimation and preparing detailed project estimates for materials labor and overheads.

Ability to create and manage Purchase Orders (POs) and vendor/client invoices.

Strong project management skills with the ability to handle multiple tasks and deadlines.

Excellent communication skills and the ability to coordinate with clients vendors and internal teams.

Strong attention to detail and problem-solving ability.

Knowledge of production processes supply chain management and procurement systems.

Ability to track and manage project finances budgets and timelines efficiently.