Production Coordinator

The coordinator is responsible for managing the entire lifecycle of fabrication and production activities from project kick-off to site delivery. This includes planning, scheduling, coordinating with teams and suppliers, monitoring progress, and ensuring that all activities meet the design specifications, deadlines, and budget. The coordinator ensures seamless communication between all departments involved and manages site logistics and resource allocation.

MAIN ACCOUNTABILITIES:

1.Project Kick-off:

• Coordinate with the Project Manager (PM) to obtain necessary files, including the Scope of Work (SOW) with budget, Releasing of job & Tasks in Business central, technical drawings (TD), and 3D visuals.

• Scheduling the project kick-off meeting with all relevant departments to align the project goals, timelines, and expectations.

2. Initial Planning and Coordination:

• Works with the Operations Managers of fabrication departments to coordinate workflow, prioritize tasks, and align fabrication activities across different departments.

• Prepare the production schedule with the PM based on delivery priorities, ensuring that the fabrication team has all necessary information to carry out production according to the set priorities.

3. Production Scheduling and Communication:

• Act as the main point of contact for the fabrication team, addressing questions, confirming work scheduling, and ensuring that production deadlines are met.

• Coordinate with department supervisors to monitor progress, discuss potential delays, and communicate updates from project managers or other departments.

This document is not to be considered as an exhaustive list of all responsibilities and required skills. This Job Description can be modified to respond to changing business need Employee may be required to perform duties outside of their responsibilities if needed

1. Coordination with Suppliers and Operations:

• Coordinate and follow up with all departments to ensure timely receipt of sample deliveries.

• Work with the procurement team to ensure suppliers have the necessary measurements and installation schedules and follow up to ensure the timely delivery of goods during the fabrication stage.

1. Monitoring and Progress Follow-up:

• Conduct follow-up meetings with the production team to track the progress of work, identify delays, and recommend or take actions to mitigate potential risks to meet build-up schedules.

• Oversee the quality of work being performed to ensure it meets the design specifications.

1. Budget and Documentation Control:

• Monitor the project budget, ensuring that costs are tracked, reported, and any variations are documented.

• Maintain up-to-date records of job activities and ensure proper documentation is shared with the Project Manager or Account Manager.

• Ensure that production libraries are updated with new techniques and products after project completion.

1. Site Delivery and Completion:

• Ensure the build-up schedule is received from the Project Manager (PM).

• Ensure that the site team has all necessary permits to complete the work.

• Coordinate with departments to provide the crew list requested by the PM.

• Raise LOF for project-related transport needs and manage any site logistics until final delivery.

• Prepare the delivery schedule and ensure materials are shipped according to the agreed schedule and sequence.

• Coordinate site activities to ensure all resources and crew are in place for successful site delivery.

• Follow up with the site team on the build-up schedule, addressing any delays or issues.

• Coordinate with the site PM to monitor build-up progress and provide updates to the senior manager.

• Coordinate with site PM for any additional requirements.

• Place cash requests with the finance team and ensure proper settlement after project completion.

• Raise any internal requests for site scaffolding, water, and other site-related needs.

• Follow up with the PM for post-site material handling (e.g., scrap or storage).

• Coordinate with the PM and store team for material storage in accordance with process requirements and ensure proper documentation.

1. Health, Safety, and Environmental Compliance: • Ensure adherence to Health, Safety, and Environmental (HSE) policies set by the company throughout the entire project lifecycle

Requirements

1. 5 years in exhibitions and events field
2. English and Hindi speaker
3. Good knowledge in AutoCad & MS office
4. Understands the entire process of the production and projects that are to be coordinated and be able to articulate it in writing and in conversation.
5. Should have knowledge to read Drawings and basic knowledge of raw materials used in our industry.
6. Ability to priorities work. Raise red flags when things are not going as per schedule and cope with last-minute changes