Project Head Pan India Projects

Job Description

Role & responsibilities

1. Overall Project Leadership & Ownership

• Take complete ownership of the organization's project execution function across India.
• Lead projects from initial handover / kick-off through planning, mobilization, execution, billing, payment realization, handover, and final closure.
• Establish project execution strategy, priorities, milestones, timelines, resources, and deliverables.
• Ensure every project has clear ownership, accountability, execution plans, and measurable targets.
• Review overall project portfolio and ensure projects are progressing as per organizational objectives.
• Take timely strategic decisions to ensure successful project execution.
• Establish strong project governance and execution discipline across all project sites.
• Ensure project objectives are aligned with management expectations and business goals.

2. Pan-India Project Management

• Provide overall leadership for all ongoing projects across India.
• Monitor multiple projects simultaneously across different locations.
• Establish standardized project management systems, processes, formats, and reporting mechanisms.
• Review project-wise performance, priorities, risks, manpower, materials, billing, collections, and profitability.
• Ensure consistency in project execution practices across all locations.
• Conduct regular project review meetings with Project Managers, Site Heads, Site Engineers, and functional departments.
• Undertake regular travel and site visits to critical and strategic project locations.
• Identify underperforming projects and initiate immediate corrective and recovery actions.

3. Project Planning & Execution Strategy

• Develop comprehensive project execution strategies based on scope, BOQ, drawings, contractual requirements, timelines, and client expectations.
• Approve project execution plans, schedules, manpower plans, material plans, logistics plans, and resource requirements.
• Establish project milestones and critical path activities.
• Monitor project schedules and ensure timely completion of critical activities.
• Ensure proper coordination between engineering, design, procurement, production, stores, logistics, site execution, QA/QC, finance, and commercial teams.
• Review project dependencies and develop mitigation plans for potential delays.
• Ensure effective mobilization and demobilization planning.

4. Project Budgeting & Financial Control

• Take overall responsibility for project budgets and financial performance.
• Review and approve project-wise budgets covering:
• Manpower
• Materials
• Subcontractors
• Labour
• Logistics & Transportation
• Accommodation
• Site Administration
• Tools & Equipment
• Safety
• Consumables
• Other Project Expenses
• Monitor actual project expenditure against approved budgets.
• Identify cost overruns, leakages, and unnecessary expenses.
• Implement cost-control measures without compromising quality or timelines.
• Monitor project profitability and contribution margins.
• Review project financial performance periodically with Management and Finance.
• Ensure financial discipline at every project location.

5. Manpower & Organization Planning

• Take complete responsibility for manpower planning across all project locations.
• Determine project-wise manpower requirements based on scope, timelines, workload, and execution strategy.
• Plan deployment of:
• Project Managers
• Site Engineers
• Supervisors
• Foremen
• Skilled Labour
• Unskilled Labour
• Project Coordinators
• Site Administrators
• Safety Personnel
• Support Staff
• Ensure optimum manpower utilization across projects.
• Approve manpower mobilization and demobilization plans.
• Monitor manpower productivity and deployment efficiency.
• Identify manpower shortages and take immediate corrective action.
• Build a strong project leadership and site execution team.
• Develop succession and backup manpower plans for critical project positions.

6. Site Administration & Project Infrastructure

• Take overall responsibility for site administration and project infrastructure at all project locations.
• Ensure proper site office setup, accommodation, transportation, communication, utilities, security, and other administrative requirements.
• Establish site administration standards and controls.
• Monitor site-related administrative expenses.
• Ensure availability of required facilities for project teams and manpower.
• Coordinate with HR, Administration, Finance, and Operations for site-related requirements.
• Ensure proper documentation and administrative discipline at all sites.
• Monitor site attendance, manpower records, accommodation, travel, local expenses, and other administrative activities through the respective teams.

7. Material Planning & Supply Chain Coordination

• Establish project-wise material planning and procurement requirements.
• Review material requirements based on BOQ, drawings, project schedules, and site requirements.
• Coordinate with Design, Purchase, Production, Stores, Logistics, and Site Teams.
• Ensure timely availability of materials at project sites.
• Monitor material procurement, production, dispatch, transportation, delivery, and utilization.
• Identify critical material requirements and potential shortages in advance.
• Ensure optimum material utilization and minimize wastage.
• Monitor project-wise material consumption against planned quantities.
• Take corrective action for material delays, shortages, excess inventory, or wastage.

8. Site Execution & Operational Control

• Provide overall direction and leadership for site execution.
• Ensure projects are executed according to approved drawings, specifications, BOQ, methodology, quality standards, and contractual requirements.
• Review daily, weekly, and monthly site execution plans.
• Monitor actual site progress against approved project schedules.
• Identify execution bottlenecks and provide strategic solutions.
• Ensure proper work-front availability and sequencing.
• Review productivity of site teams and contractors.
• Ensure proper coordination between multiple agencies working at project locations.
• Ensure project execution remains aligned with committed timelines.

9. Project Progress Monitoring & Control

• Establish a robust project monitoring and control mechanism across all projects.
• Review Daily Progress Reports, Weekly Progress Reports, and Monthly Project Reports.
• Monitor:
• Planned vs. Actual Progress
• Project Milestones
• Critical Activities
• Material Status
• Manpower Status
• Billing Status
• Payment Status
• Cost Status
• Site Issues
• Client Issues
• Risks
• Recovery Actions
• Maintain a centralized project dashboard for management.
• Identify project slippages at an early stage.
• Ensure recovery plans are implemented for delayed projects.
• Establish project performance review mechanisms and accountability.

10. Client, Consultant & Contractor Management

• Act as the senior management representative for key projects and strategic clients.
• Maintain strong professional relationships with clients, consultants, contractors, and project stakeholders.
• Participate in high-level project review meetings.
• Handle major client escalations and critical project issues.
• Understand client expectations and ensure timely communication to internal teams.
• Negotiate project-related execution issues, timelines, resources, and commercial matters within delegated authority.
• Ensure customer concerns are addressed promptly and professionally.
• Build long-term relationships with key customers and project stakeholders.

11. Billing & Commercial Management

• Take overall responsibility for project billing performance.
• Establish project-wise billing strategies aligned with contractual milestones.
• Ensure timely preparation and submission of RA Bills / Running Bills / Final Bills.
• Review billing status across all projects.
• Coordinate with Commercial, Finance, Site, and Client teams for billing documentation.
• Monitor measurements, certifications, approvals, deductions, retention, and billing disputes.
• Ensure billing opportunities are not missed due to documentation or coordination gaps.
• Review project-wise billing targets versus actual billing.

12. Payment Realization & Receivables

• Take overall responsibility for project payment realization.
• Monitor project-wise outstanding receivables and payment schedules.
• Review submitted bills, certified bills, due dates, retention amounts, and outstanding payments.
• Coordinate with Finance and Commercial teams for payment follow-up.
• Participate in high-value / critical payment discussions with clients.
• Escalate delayed payments and commercial risks to Management.
• Ensure timely realization of project receivables.
• Monitor project cash-flow requirements and support management in cash-flow planning.

13. Project Cost Control & Profitability

• Monitor project profitability from project start to closure.
• Compare actual project costs against approved budgets and estimated project costs.
• Monitor:
• Material Cost
• Labour Cost
• Manpower Cost
• Subcontractor Cost
• Logistics Cost
• Accommodation Cost
• Site Administration Cost
• Rework Cost
• Wastage
• Other Project Expenses
• Identify cost leakage and implement corrective measures.
• Drive cost optimization initiatives across projects.
• Ensure projects achieve targeted profitability.
• Review project financial performance with Management on a regular basis.

14. Risk Management & Recovery Planning

• Identify project risks at the planning and execution stages.
• Develop project risk registers and mitigation plans.
• Identify potential delays related to manpower, materials, drawings, approvals, logistics, site readiness, client decisions, or commercial issues.
• Develop recovery plans for delayed and critical projects.
• Ensure corrective actions are implemented within defined timelines.
• Escalate critical risks to Management with clear impact analysis and recommended solutions.
• Establish preventive measures to avoid recurrence of major project issues.

15. Quality, Safety & Compliance

• Ensure all projects comply with company quality standards, client specifications, approved drawings, contractual requirements, and applicable safety requirements.
• Establish quality and safety expectations across project sites.
• Coordinate with QA/QC and Safety teams for project compliance.
• Review major quality issues, NCRs, rework, and customer complaints.
• Ensure corrective and preventive actions are implemented.
• Monitor site safety performance and major safety risks.
• Support client, consultant, internal, and statutory inspections/audits.
• Ensure proper project documentation and compliance records.

16. Team Leadership & Performance Management

• Lead and mentor the complete project management and site execution team.
• Manage Project Managers, Site Heads, Site Engineers, Coordinators, Supervisors, and other project personnel.
• Define clear KRAs, KPIs, responsibilities, and accountability for project teams.
• Conduct periodic performance reviews.
• Identify skill gaps and arrange appropriate training and development.
• Build a strong leadership pipeline within the Project Department.
• Encourage accountability, discipline, teamwork, and ownership.
• Take appropriate corrective action for consistent performance gaps.

17. Cross-Functional Coordination

• Establish strong coordination between:
• Project Management
• Design / Engineering
• Production
• Purchase
• Stores
• Logistics
• QA/QC
• Finance
• Commercial
• HR
• Administration
• Management
• Ensure information flows accurately and on time between departments.
• Resolve cross-functional bottlenecks affecting project execution.
• Ensure all departments understand project priorities and deadlines.
• Conduct regular cross-functional project review meetings.

18. MIS, Dashboard & Management Reporting

• Establish a professional project MIS and reporting system for the organization.
• Review and present consolidated project reports to Management.
• Develop project dashboards covering:
• Overall Project Status
• Planned vs. Actual Progress
• Project Milestones
• Material Status
• Manpower Status
• Site Status
• Billing Status
• Collection Status
• Project Cost
• Profitability
• Pending Issues
• Client Concerns
• Quality Issues
• Safety Issues
• Project Risks
• Recovery Plans
• Provide accurate and timely information for management decision-making.
• Ensure project data and reports are accurate, standardized, and actionable.

19. Project Review & Performance Improvement

• Conduct periodic project performance reviews.
• Evaluate projects based on:
• Time
• Cost
• Quality
• Safety
• Scope
• Productivity
• Profitability
• Customer Satisfaction
• Analyse recurring project problems and identify root causes.
• Establish corrective and preventive action plans.
• Develop standardized best practices for project execution.
• Drive continuous improvement in project management processes.
• Maintain lessons learned from completed and ongoing projects.

20. Project Handover & Closure

• Take complete ownership of project closure.
• Ensure completion of all project activities, punch points, testing, inspections, and client requirements.
• Ensure final measurements and documentation are completed.
• Coordinate final billing and payment realization.
• Ensure all commercial, technical, quality, safety, and administrative issues are closed.
• Coordinate project handover with client / consultant.
• Ensure project documentation is properly archived.
• Prepare final project completion and closure report.
• Document project achievements, challenges, lessons learned, and improvement opportunities.

21. Management Support & Strategic Planning

• Provide strategic inputs to Management on project execution, resources, costs, manpower, timelines, risks, and profitability.
• Support Management in annual and project-level operational planning.
• Recommend organizational improvements in project execution.
• Develop long-term project management strategies and execution systems.
• Support business growth by establishing scalable project execution capabilities.
• Participate in strategic decision-making related to project operations.
• Provide management with early warnings on major operational, financial, commercial, or customer risks.

Preferred candidate profile

• 15 25 years of strong experience in Project Management / Project Execution / Operations.
• Proven experience managing multiple large-scale projects simultaneously.
• Strong experience in MEP, Engineering, Manufacturing, Construction, Infrastructure, Industrial Projects, or Project-Based Organizations.
• Experience in handling Pan-India / multi-location project operations will be highly preferred.
• Strong experience in project budgeting, cost control, billing, collections, manpower planning, site administration, and project profitability.
• Experience managing Project Managers, Site Heads, Engineers, Supervisors, Contractors, Vendors, and large project teams.
• Experience in pipe supports, HVAC, plumbing, fire protection, fabrication, engineering products, industrial projects, or similar sectors will be preferred.
• Candidates should have demonstrated experience of independently taking projects from Start to Completion / Closure.

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