Trainee Project Executive

Job Description: Trainee Project Executive

Position Overview

The Trainee Project Executive will support both administrative and project-related functions, ensuring smooth coordination across departments. This role involves handling vendor management, basic invoice processing, documentation, and close coordination with the Accounts and Projects teams to ensure timely completion of tasks and seamless project operations.

Key Responsibilities

1. Administration & Coordination

• Provide day-to-day administrative support to the Projects team and management.
• Maintain project documentation, reports, trackers, and relevant records.
• Coordinate internally with project managers, site teams, and departments for required updates.
• Assist in scheduling meetings, preparing minutes, and following up on action points.

2. Vendor Management

• Maintain vendor database and coordinate with vendors for quotations, service updates, deliveries, and documentation.
• Assist in vendor onboarding by collecting required documents and ensuring compliance.
• Track vendor performance, timelines, and deliverables.
• Support in identifying new vendors where required.

3. Invoice Processing & Billing Support

• Collect, verify, and process invoices from vendors and service providers.
• Cross-check invoices with work orders, delivery notes, or project completion updates.
• Coordinate closely with the Accounts team to ensure timely invoice submission, approvals, and payments.
• Maintain records of invoices, payment status, and pending approvals.

4. Project Support

• Work closely with the Projects team for material tracking, project timelines, and requirement updates.
• Assist in preparing project-related MIS reports, status updates, and documentation.
• Follow up with vendors and internal teams to ensure timely delivery of materials and services.
• Support project team in budgeting documentation, petty cash coordination, and bill submissions.

Key Skills & Competencies

• Strong communication and coordination skills.
• Good understanding of vendor management and invoice processes.
• Basic knowledge of accounts workflows (billing, approvals, GRN, etc.).
• Proficiency in MS Office (Excel, Word, PowerPoint).
• Strong follow-up skills and attention to detail.
• Ability to multitask and work with cross-functional teams.

Qualification & Experience

• Bachelor’s degree in Administration, Commerce, or related field.
• 1–3 years of experience in admin, accounts coordination, or project support roles (preferred).
• Experience in hospitality, construction, or service industries is an added advantage.

Job Type: Full-time

Pay: ₹10,319.03 - ₹14,476.03 per month

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Provident Fund

Work Location: In person