Project Management Coordinator

Freedom Consulting Group INC · Gujarat, India

• Retail Gas Stations & Convenience Stores
• Truck Stops
• Food Franchise Brands (Pizza Hut, Subway, Chester's Chicken, Indian Restaurants, and other QSR concepts)
• Auto Parts Businesses
• Real Estate & Commercial Properties
• Business Expansion & Development Projects

• Actively coordinate and participate in multiple ongoing business projects simultaneously.
• Support management in planning, organizing, executing, and monitoring projects from initiation to completion.
• Track project progress and ensure milestones are achieved within agreed timelines.
• Prioritize project activities based on business urgency and strategic objectives.
• Identify project risks, bottlenecks, and delays, and proactively assist in resolving them.
• Maintain project schedules, trackers, and dashboards.

• Organize, schedule, and attend daily, weekly, and project review meetings.
• Prepare accurate Meeting Minutes (MoM).
• Record decisions, discussions, assigned responsibilities, and deadlines.
• Assign action items to relevant departments and stakeholders.
• Follow up consistently until action items are completed.
• Escalate pending or delayed tasks to management when necessary.

• Gas Stations
• Convenience Stores
• Truck Stops
• Pizza Hut
• Subway
• Chester's Chicken
• Indian Restaurants
• Auto Parts Businesses
• Real Estate Projects
• Marketing & Branding Initiatives

• Coordinate activities related to new business setup and expansion projects.
• Support site development, renovations, remodeling, and operational readiness.
• Coordinate with contractors, consultants, architects, vendors, landlords, and utility providers.
• Ensure project timelines are maintained from planning through business launch.

• Assist management in resolving operational and project-related challenges.
• Coordinate cross-functional efforts to remove obstacles affecting project execution.
• Support continuous improvement initiatives across existing businesses.
• Help implement practical solutions to improve operational efficiency and project delivery.

• Coordinate applications, renewals, and compliance requirements for various business licenses and permits.
• Track renewal schedules and ensure timely submissions.
• Liaise with consultants and government authorities when required.
• Maintain accurate records of licenses, permits, and compliance documentation.

• Coordinate with banks regarding documentation, account-related requirements, financing requests, and banking formalities.
• Assist management in project financing activities by coordinating documentation and lender communications.
• Support loan processing, documentation collection, and financial follow-ups.
• Coordinate with Finance and Accounting teams for project-related financial requirements.

• Obtain quotations from multiple vendors.
• Prepare quotation comparison statements for management review.
• Coordinate negotiations and vendor communications.
• Follow up with suppliers and contractors to ensure timely delivery of products and services.
• Assist in vendor selection based on quality, pricing, timelines, and business requirements.

• Review quotations, agreements, contracts, invoices, proposals, and supporting documents before management approval.
• Maintain organized project documentation and digital records.
• Prepare reports, trackers, SOPs, checklists, and business documentation.
• Ensure documentation is accurate, complete, and compliant with company standards.

• Prepare Daily, Weekly, and Monthly Project Status Reports.
• Maintain project trackers, action item logs, risk registers, and issue logs.
• Monitor project deadlines and provide regular updates to management.
• Ensure project documentation remains current and easily accessible.

• Serve as the communication bridge between internal departments, vendors, contractors, consultants, financial institutions, and senior management.
• Ensure effective communication across all stakeholders.
• Coordinate timely information sharing and follow-up to keep projects moving efficiently.

• Identify opportunities to improve project workflows and business processes.
• Recommend and implement better coordination practices and operational efficiencies.
• Support management in developing standardized project management processes.

• Bachelor's Degree in Business Administration, Management, Engineering, Commerce, or a related field.
• Minimum 2 years of experience in Project Coordination, Project Management, Business Operations, Administration, or a similar role.
• Experience managing multiple projects simultaneously is highly preferred.
• Experience working with cross-functional teams and external stakeholders is an advantage.

• Strong Project Coordination and Project Management skills
• Excellent organizational and planning abilities
• Outstanding follow-up and execution skills
• Strong analytical and problem-solving abilities
• Ability to manage multiple priorities simultaneously
• Excellent documentation and reporting skills
• High attention to detail
• Strong time management skills
• Ability to work under pressure and meet deadlines
• Professional stakeholder management capabilities
• Ability to work independently with minimal supervision
• A proactive mindset with a strong sense of ownership and accountability

• Excellent spoken English
• Excellent written English
• Professional email writing skills
• Strong presentation and communication abilities
• Confidence in communicating with senior management, vendors, consultants, contractors, landlords, banks, and business partners

• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Teams
• Google Workspace

• Microsoft Project
• Jira
• Trello
• Asana
• ClickUp
• Notion

• Highly organized
• Detail-oriented
• Self-motivated
• Responsible
• Proactive
• Solution-oriented
• Professional
• Adaptable
• Results-driven
• Team-oriented
• Able to thrive in a fast-paced business environment
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