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

Job TitlePROJECT / OPERATIONS COORDINATOR & ESTIMATOR - EA (INDIA/PHILIPPINES)LocationHirani Corporate Office - Hicksville, NY 11801 US (Primary)Job TypeContractCategorySpecial Inspections and Material TestingTravelNoneJob DescriptionHirani 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 requirementsAssist with estimating coordination for material testing and special inspection servicesMaintain proposal logs and track submissions, approvals, revisions, and follow-upsCommunicate with clients regarding proposal clarifications, revisions, and supporting documentationCoordinate internally with project managers and department leadership regarding proposal requirements and pricing updatesPROJECT INITIATION & SETUP Prepare Project Initiation Sheets for newly awarded projectsSet up and organize project folders, documentation systems, and internal tracking logsEnsure project-related information is accurately documented and distributed internally, including:Client contactsScope of workRequired certificationsScheduling requirementsProject documentation requirementsINSPECTION SCHEDULING & OPERATIONS COORDINATION Coordinate daily and weekly inspection schedules based on:Client requests and prioritiesInspector's availabilityRequired certifications and qualificationsCoordinate emergency requests, cancellations, schedule changes, and staffing adjustmentsMaintain communication between clients, inspectors, project managers, and department leadership to ensure proper project coverage and operational efficiencyAssist with monitoring staff utilization and workload distributionSCHEDULE MANAGEMENT & PROJECT TRACKING Maintain and update monthly scheduling spreadsheets and project tracking logsTrack active projects, staffing assignments, and upcoming inspection needsSupport operational planning efforts by identifying scheduling conflicts or resource gapsAssist leadership with reporting and operational tracking metricsDAILY JOB REPORT (DJR) REVIEW Review Daily Job Reports (DJRs) for completeness, accuracy, and proper documentationVerify project information, inspection details, labor hours, and supporting notes prior to submission or filingFollow up with inspectors regarding missing information, discrepancies, or corrections as neededEnsure reporting is completed in accordance with company procedures and client requirementsFIELD REPORT REVIEW & COORDINATION Review field inspection reports daily to ensure compliance with company standards and project requirementsCoordinate with inspectors regarding revisions, missing information, report corrections, and clarification of field observationsEnsure reports are finalized and issued in a timely mannerAssist with maintaining report tracking and document control processesPROJECT DOCUMENTATION MANAGEMENT Maintain and organize project-related documentation, including:NCR logs and supporting documentationInspection tracking logsProject correspondenceProject records and supporting filesEnsure document control and filing procedures are consistently followedAssist with preparation and organization of documentation for audits, project closeouts, and client requestsJob RequirementsQUALIFICATIONS & REQUIREMENTS Associate or bachelor's degree preferred in Construction Management, Engineering Technology, Business Administration, or related fieldExperience in construction, engineering, material testing, special inspections, laboratory operations, project coordination, or scheduling preferredStrong organizational, administrative, and multitasking abilitiesProficiency in:Microsoft ExcelMicrosoft WordScheduling software and document management systemsStrong written and verbal English communication skillsAbility to manage multiple projects and deadlines simultaneouslyStrong attention to detail and problem-solving abilitiesAbility to work effectively in a fast-paced operational environmentAbility to work hours aligned with U.S. Eastern Time operations as neededPREFERRED EXPERIENCE Prior experience supporting Material Testing & Special Inspections operationsFamiliarity with construction documentation, inspection reporting, or laboratory reporting workflowsExperience coordinating field personnel, schedules, and operational logisticsUnderstanding of NYC construction or inspection environments is a plusSalary: 60-80k rupees / 60-70k PHP