Aabasoft - Project Specialist - Procurement

Job Description:

- The role is responsible for supporting end-to-end project planning, execution, and coordination activities to ensure timely and cost-effective project delivery.

- The incumbent will assist the HOD/Project Manager in scheduling, resource planning, and daily coordination with internal teams, vendors, and clients.

- This role involves tracking site updates, identifying potential risks or delays, and ensuring proper communication through meetings and documented minutes of discussion.

Requirements:

- Assist HOD/Project Manager in planning & scheduling activities.

- Coordinate with teams, vendors, and clients for smooth execution.

- Support resource allocation (materials & manpower).

- Identify risks/delays and escalate for resolution.

- Schedule and coordinate daily project meetings and circulate minutes.

- Monitor and track site updates received intermittently through WhatsApp or other channels.

- Coordinate with Procurement Dept. for pricing & vendor selection.

- Ensure minimum 3 price comparisons for purchases/subcontracting.

- Obtain technical clarifications from Site Engineers/PM/HOD.

- Manage & track purchase orders from Infra Head.

- Coordinate deliveries with site team and ensure signed delivery notes.

- Assist in preparing & maintaining project budgets.

- Track project expenses and align with budget.

- Collect, verify & consolidate vendor quotations/invoices.

- Coordinate with Finance for payments & reimbursements.

- Maintain records (POs, bills, DCs, contracts).

- Prepare financial comparison sheets for approvals.

- Monitor milestones & update project cost reports.

- Prepare & maintain reports, MOMs, and logs.

- Submit project related documents to clients.

- Generate periodic progress & financial reports.

- Ensure accurate documentation & audit compliance.

- Liaise between project teams, vendors, procurement & finance.

- Escalate stock/invoice discrepancies.

- Facilitate approvals for budget revisions & variations.

- Ensure compliance with policies, quality & safety standards.

- Maintain and monitor staff attendance records.

- Coordinate with HR/Finance for attendance submission and payroll processing.

- Track workforce deployment at project sites and report discrepancies.

- Ensure timely reporting of absences, late arrivals, or shift changes.

What we Expect from you?:

- Strong coordination and organizational skills to manage multiple project activities simultaneously

- Ability to support planning, scheduling, and execution of projects under guidance of HOD/Project Manager

- Proactive approach in tracking site updates, identifying delays, and escalating issues on time

- Basic understanding of procurement, billing, and documentation processes (or willingness to learn)

What you've got?:

- Hands-on exposure to end-to-end project planning, execution, and coordination

- Practical experience in procurement processes, vendor management, and price comparisons

- Strong understanding of project budgeting, cost tracking, and financial coordination

- Real-world exposure to cross-functional collaboration with Project, Procurement, Finance, HR, and site teams

- Opportunity to develop skills in documentation, reporting, and compliance handling

- Experience in workforce and attendance management across project sites

- Enhanced communication, coordination, and problem-solving skills