PROJECT / OPERATIONS COORDINATOR & ESTIMATOR – EA (INDIA/PHILIPPINES)

Hirani Engineering & Land Surveying is seeking a highly organized and detail-oriented Project / Operations Coordinator & Estimator to support the day-to-day operations of our Material Testing & Special Inspections (MTSI) Department remotely from India or the Philippines. 

This role is responsible for coordinating proposals, project initiation, inspection scheduling, reporting workflows, documentation control, and project tracking activities across multiple active projects. The ideal candidate thrives in a fast-paced environment, can effectively manage multiple priorities simultaneously, and possesses strong communication and administrative skills. 

This position plays a critical role in supporting operational efficiency, maintaining project documentation standards, and ensuring timely coordination between clients, inspectors, laboratory personnel, and internal project teams operating throughout New York City and surrounding regions. 

KEY RESPONSIBILITIES 

PROPOSAL PREPARATION & ESTIMATING COORDINATION 

• Prepare and compile proposals, fee schedules, scope summaries, and support documentation based on client requests and project requirements  

• Assist with estimating coordination for material testing and special inspection services  

• Maintain proposal logs and track submissions, approvals, revisions, and follow-ups  

• Communicate with clients regarding proposal clarifications, revisions, and supporting documentation  

• Coordinate internally with project managers and department leadership regarding proposal requirements and pricing updates  

PROJECT INITIATION & SETUP 

• Prepare Project Initiation Sheets for newly awarded projects  

• Set up and organize project folders, documentation systems, and internal tracking logs  

• Ensure project-related information is accurately documented and distributed internally, including:  

• Client contacts  

• Scope of work  

• Required certifications  

• Scheduling requirements  

• Project documentation requirements  

INSPECTION SCHEDULING & OPERATIONS COORDINATION 

• Coordinate daily and weekly inspection schedules based on:  

• Client requests and priorities  

• Inspector’s availability  

• Required certifications and qualifications  

• Coordinate emergency requests, cancellations, schedule changes, and staffing adjustments  

• Maintain communication between clients, inspectors, project managers, and department leadership to ensure proper project coverage and operational efficiency  

• Assist with monitoring staff utilization and workload distribution  

SCHEDULE MANAGEMENT & PROJECT TRACKING 

• Maintain and update monthly scheduling spreadsheets and project tracking logs  

• Track active projects, staffing assignments, and upcoming inspection needs  

• Support operational planning efforts by identifying scheduling conflicts or resource gaps  

• Assist leadership with reporting and operational tracking metrics  

DAILY JOB REPORT (DJR) REVIEW 

• Review Daily Job Reports (DJRs) for completeness, accuracy, and proper documentation  

• Verify project information, inspection details, labor hours, and supporting notes prior to submission or filing  

• Follow up with inspectors regarding missing information, discrepancies, or corrections as needed  

• Ensure reporting is completed in accordance with company procedures and client requirements  

FIELD REPORT REVIEW & COORDINATION 

• Review field inspection reports daily to ensure compliance with company standards and project requirements  

• Coordinate with inspectors regarding revisions, missing information, report corrections, and clarification of field observations  

• Ensure reports are finalized and issued in a timely manner  

• Assist with maintaining report tracking and document control processes  

PROJECT DOCUMENTATION MANAGEMENT 

• Maintain and organize project-related documentation, including:  

• NCR logs and supporting documentation  

• Inspection tracking logs  

• Project correspondence  

• Project records and supporting files  

• Ensure document control and filing procedures are consistently followed  

• Assist with preparation and organization of documentation for audits, project closeouts, and client requests  

QUALIFICATIONS & REQUIREMENTS 

• Associate or bachelor’s degree preferred in Construction Management, Engineering Technology, Business Administration, or related field  

• Experience in construction, engineering, material testing, special inspections, laboratory operations, project coordination, or scheduling preferred  

• Strong organizational, administrative, and multitasking abilities  

• Proficiency in:  

• Microsoft Excel  

• Microsoft Word  

• Scheduling software and document management systems  

• Strong written and verbal English communication skills  

• Ability to manage multiple projects and deadlines simultaneously  

• Strong attention to detail and problem-solving abilities  

• Ability to work effectively in a fast-paced operational environment  

• Ability to work hours aligned with U.S. Eastern Time operations as needed  

PREFERRED EXPERIENCE 

• Prior experience supporting Material Testing & Special Inspections operations  

• Familiarity with construction documentation, inspection reporting, or laboratory reporting workflows  

• Experience coordinating field personnel, schedules, and operational logistics  

• Understanding of NYC construction or inspection environments is a plus 

Salary: 60-80k rupees / 60-70k PHP