Project Management Coordinator

Project Management Coordinator Company: Freedom Consulting Group INC

Location: Surat, Gujarat, India

Job Type: Full-Time

Work Mode: On-site Only (Remote/Work From Home is not permitted)

Working Hours: Shift-Based (As per business requirements)

Company Description Freedom Consulting Group INC is a growing professional services organization that manages and supports a diverse portfolio of businesses across multiple industries. As an umbrella organization, we operate and oversee businesses in the retail, hospitality, food franchise, automotive, and real estate sectors.

Our business portfolio includes:

• 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

Our projects range from new business setup, store expansion, renovations, maintenance, marketing initiatives, licensing, compliance, operational improvements, and strategic business development.

At Freedom Consulting Group INC, we value integrity, accountability, collaboration, ownership, and continuous improvement. We empower our employees to take initiative, solve problems, and contribute to the growth of the organization.

Position Summary We are looking for a highly organized, proactive, and results-driven Project Management Coordinator to support the planning, execution, and monitoring of multiple business projects across our organization.

This role goes beyond traditional project coordination. The successful candidate will work closely with senior management and actively participate in the execution of projects involving maintenance, business expansion, marketing initiatives, licensing, vendor coordination, banking, finance coordination, and operational improvements.

The Project Management Coordinator will serve as the central communication point between departments, vendors, consultants, contractors, landlords, financial institutions, and management to ensure projects are completed on time and business objectives are achieved.

This is a full-time, on-site position based in Surat. Remote work is not permitted.

Key ResponsibilitiesProject Coordination & Execution

• 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.

Meeting Management & Follow-up

• 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.

Business Operations Coordination Coordinate projects across multiple business divisions, including:

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

Work closely with Operations, Finance, HR, Marketing, Maintenance, Procurement, IT, Legal, and external vendors to ensure smooth project execution.

New Business & Expansion Projects

• 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.

Problem Solving & Business Support

• 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.

Licensing & Regulatory Coordination

• 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.

Banking & Project Finance Coordination

• 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.

Vendor & Procurement Coordination

• 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.

Documentation & Review

• 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.

Reporting & Project Monitoring

• 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.

Cross-Functional Communication

• 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.

Process Improvement

• 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.

Required Qualifications

• 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.

Required Skills The ideal candidate should possess:

• 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

Communication Requirements Fluent English is Mandatory.

The candidate must possess:

• 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

Candidates who are not fluent in English will not be considered.

Technical Skills Proficiency in:

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

Experience with project management tools such as:

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

will be considered an added advantage.

Preferred Qualities We are looking for someone who is:

• 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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