Project Management Executive

1. Key Responsibilities

Work Order Intake & Project Set-Up

Receive, review and log incoming client work orders, purchase orders and signed proposals, and confirm that scope, deliverables, commercials and timelines are clearly captured.

Open and set up each project in the tracking system, assign a unique project reference, and create the project folder, checklist and documentation baseline.

Confirm resource, division and consultant assignments with the relevant Practice Leads before kick-off.

Planning & Scheduling

Prepare project plans, timelines and milestone schedules under the guidance of the PMO Manager and division leads.

Coordinate kick-off meetings, circulate agendas and minutes, and ensure every stakeholder knows their responsibilities and deadlines.

Maintain the master project calendar and flag scheduling conflicts, resource gaps or deadline risks early.

Cross-Divisional Coordination

Act as the single point of coordination across the Perform, Protect and Preserve divisions, keeping consultants, assessors and trainers aligned on shared engagements.

Follow up proactively on pending inputs, approvals, deliverables and documentation so no task stalls.

Escalate blockers, delays or scope changes promptly to the PMO Manager with the relevant facts.

Execution Tracking & Documentation

Monitor progress against plan, update project trackers, and maintain accurate, up-to-date status for every active engagement.

Maintain a well-organized and defensible record of project documents, deliverables, approvals and client communication.

Ensure deliverables are reviewed, version-controlled and released to clients on schedule and to Allied Boston quality standards.

Project Database & Credential Management

Build and maintain a centralized, up-to-date database of all projects across every division capturing status, owners, milestones, work-order and invoice references, and key dates as a single source of truth.

Keep project records complete, accurate and audit-ready, and generate MIS, filters and reports from the database on request.

Maintain secure custody of client access credentials used during engagements issuing, tracking and revoking access strictly on a need-to-know basis, and never sharing or storing them insecurely.

Client & Stakeholder Communication

Serve as a courteous, reliable day-to-day contact for clients on project status, timelines and documentation.

Prepare clear status updates, progress reports and meeting notes for internal and client audiences.

Handle client information with discretion and in line with confidentiality and data-protection obligations.

Invoicing & Financial Closure

Track project milestones and completion against agreed payment terms, and raise invoicing requests to the finance team accurately and on time.

Verify that delivered scope, timesheets, expenses and milestone approvals reconcile with the work order before invoices are raised.

Follow up on invoice submission, supporting documentation and, where required, coordinate on outstanding payments with finance.

Complete project closure final documentation, sign-off, lessons learned and archival once delivery and invoicing are concluded.

Reporting & Continuous Improvement

Prepare periodic project dashboards and status summaries for the PMO Manager and leadership.

Contribute to improving project templates, checklists and the intake-to-invoice workflow.

2. Required Skills & Experience

12 years of experience in project coordination, operations, delivery support or a similar role; capable freshers are encouraged to apply.

Strong organisation, follow-up and multitasking ability, with genuine attention to detail.

Clear written and verbal communication in English, and a professional, client-ready manner.

Comfortable with MS Office (Excel, Word, Outlook) and open to learning project-management and GRC tools.

Numerate and process-minded, with the discipline to keep trackers, records and documentation accurate.

Integrity, reliability and the ability to handle confidential client information responsibly.

3. Education & Eligibility

Bachelors degree in Business Administration, Commerce, Management, Engineering or a related field (or equivalent practical experience).

Eligibility to work in India; willingness to undergo background verification consistent with the Digital Personal Data Protection (DPDP) Act, 2023 and applicable employment law.

Willingness to travel to client sites within the region as engagements require. .