AvenueCorp India Pvt. Ltd.
Website:
avenue-india.com
Job details:
Company: AvenueCorp India Pvt. Ltd.
Location: Thane, Maharashtra
Department: Project Operations
Job Title: Operations Executive – Projects
Experience: 2–4 Years (preferred)
Industry: Fire Fighting / Fire Alarm / ELV / MEP / IBMS / Building Automation
1. Job Objective
To coordinate and monitor project operations from project initiation through execution, billing, reconciliation, documentation, payment recovery and final handover to the Service Team. The role involves close coordination with Project Managers, Project Engineers, Sales, Design, Purchase, Accounts, Service Teams and clients to ensure timely project closure, accurate billing and compliance with defined processes.
2. Key ResponsibilitiesA. Project Coordination & Monitoring
- Coordinate project activities from initiation through execution and closure.
- Maintain and update project trackers, MIS reports and documentation.
- Prepare and maintain the Sales-to-Projects and Projects-to-Service handover checklists.
- Conduct weekly project review meetings every Saturday for all ongoing projects.
- Coordinate the Project Tracker/MIS review meeting every Thursday with the concerned departments.
- Organise the monthly review meeting on the last Wednesday of every month.
- Share weekly project status reports covering progress, pending activities, billing, payment recovery and documentation.
B. Project Measurements & Reconciliation
- Coordinate with Project Engineers and Project Managers to obtain approved measurements and installation quantities.
- Send measurement preparation requests to the PE/PM after completion of cabling and piping work.
- Collect signed-off measurements and countables for final claims.
- Reconcile project quantities, materials, measurements, installations and billing records.
- Prepare final claim sheets based on approved installation lists and project measurements.
- Collect design quantities and prepare variation statements after internal review and approval.
C. Billing & Revenue Recovery
- Coordinate with Project Managers and Project Owners for final billing and ensure reconciliation is completed before submission.
- Prepare and maintain billing annexures and supporting documents for project claims.
- Conduct revenue recovery calls every Monday and Friday.
- Send outstanding payment follow-up emails every Monday, Wednesday and Friday.
- Maintain project-wise payment recovery records and highlight overdue payments and pending actions.
- Coordinate with the Accounts Team regarding billing discrepancies, payment status and client compliance-related communications.
D. Project Documentation & Handover Documentation (HOD)
- Collect, compile and maintain all project-related documents required for HOD submission.
- Prepare and share soft copies of HOD documents with clients for approval before printing.
- Coordinate with the Design Team to obtain As-Built drawings and other required documents.
- Coordinate with the Purchase Team to obtain material details, including technical/commercial documentation required for HOD and billing.
- Prepare and compile physical HOD files, arrange sign-offs from the respective engineers, and maintain signed and scanned copies.
- Ensure project schedules, material trackers, evaluation matrices, measurements, installation lists, approvals, billing documents and handover records are complete and properly maintained.
E. FORM A, DLP & AMC Coordination
- Prepare FORM A and its annexures based on confirmed installed quantities received from the Site Team.
- Coordinate with the relevant teams for supporting details relating to Fire Alarm Systems (FAS), Public Address Systems (PAS), sprinklers, fire extinguishers and gas suppression systems (GSS), as applicable.
- Obtain the required internal approval before sharing the draft FORM A with the client.
- Share the draft with the client for approval and obtain the builder checklist.
- Following approval, coordinate with the AMC Team for the required Digital Signature Certificate (DSC) and builder checklist.
- Track and update project Defect Liability Period (DLP) dates on the shared drive to support AMC follow-up and planning.
FORM A issuance must follow the company's prescribed billing, payment and approval requirements.
F. Client Coordination & Compliance
- Coordinate with clients and internal teams regarding project handover, documentation approvals, billing and outstanding payments.
- Immediately inform the Accounts Team upon receipt of client emails relating to project compliance.
- Verify compliance requirements and potential deductions, including Mathadi charges and other applicable debits, during the Sales-to-Projects handover.
- Ensure all relevant compliance requirements are discussed and documented during project handover meetings.
- Coordinate with internal stakeholders to resolve project documentation, billing and reconciliation issues.
G. Process Management & Reporting
- Maintain accurate project MIS and trackers on the shared drive.
- Ensure timely updates to project status, billing, payment recovery, DLP and documentation records.
- Monitor pending actions and follow up with the responsible departments for closure.
- Ensure adherence to established processes from project initiation to final billing, claim submission, payment recovery and handover to the Service Team.
- Maintain organised records for review by management and other authorised stakeholders.
3. Key Performance Indicators (KPIs)
- Timely updates and accuracy of project trackers and MIS reports.
- Timely completion of project handovers and documentation.
- Accuracy and completeness of project reconciliation and final claim sheets.
- Timely preparation and submission of billing annexures and final billing documents.
- Effectiveness and consistency of outstanding payment follow-ups.
- Timely completion of HOD documentation, FORM A coordination and DLP updates.
- Timely preparation of variation statements and resolution of pending project issues.
- Compliance with defined project processes and reporting schedules.
4. Qualifications & Skills
- Graduate in any discipline; a diploma or degree in Engineering, Project Management, or Operations will be an advantage.
- Preferred experience of 2–4 years in project coordination, project operations, billing coordination or project documentation.
- Experience in Fire Fighting, Fire Alarm, ELV, MEP, IBMS or Building Automation projects will be preferred.
- Good working knowledge of MS Excel, Microsoft Office and project trackers.
- Strong documentation, coordination, follow-up and reporting skills.
- Ability to coordinate effectively with clients, project teams, design, purchase, accounts and service departments.
- Good communication skills and attention to detail.
- Ability to manage multiple projects, meet deadlines and maintain accurate records.
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