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

Note: The job is a remote job and is open to candidates in USA. Hirani Engineering & Land Surveying is seeking a highly organized and detail-oriented Project / Operations Coordinator & Estimator to support the day-to-day operations of their Material Testing & Special Inspections (MTSI) Department. This role is responsible for coordinating proposals, project initiation, inspection scheduling, reporting workflows, documentation control, and project tracking activities across multiple active projects.

Responsibilities

• 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
• 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
• 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
• 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
• 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
• 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
• 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

Skills

• 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
• Proficiency in: Microsoft Word
• Proficiency in: 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
• 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

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