Project Coordinator - Refits

Location: Pipavav, Gujarat (Shipyard)
Department: Planning & Project Management
Experience: 7–12 Years
Open role - 2
Role Overview
We are looking for a dynamic and result-oriented Project Coordinator – Refits to support the planning, coordination, execution, and monitoring of ship repair and refit projects from project initiation through completion and vessel handover.
The role will involve close coordination with Project Managers, Repair Managers, Engineering, Production, Planning, Procurement, QA/QC, Stores, subcontractors, vendors, ship owners, and classification societies to ensure projects are executed safely, within the agreed schedule, budget, and quality requirements.
The ideal candidate should have strong experience in project coordination, planning, scheduling, progress monitoring, MIS reporting, and stakeholder management, preferably within a shipyard, ship repair, offshore, EPC, or heavy engineering environment.
Key Responsibilities
1. Project Coordination & Execution
Coordinate and monitor refit/ship repair activities from project kick-off through vessel delivery and handover.
Support Project Managers and Repair Managers in project execution, planning, scheduling, and monitoring.
Coordinate with Production, Engineering, Procurement, Planning, QA/QC, Stores, and subcontractors.
Track project activities, deliverables, critical milestones, pending actions, and bottlenecks.
Follow up on engineering drawings, material availability, work permits, vendor deliverables, and onboard/site activities.
Ensure timely closure of project-related action points.
2. Planning & Scheduling
Prepare, update, and monitor project schedules using Primavera P6 and/or MS Project.
Develop WBS, activity sequencing, milestones, and project execution plans.
Track actual progress against baseline schedules and identify delays and schedule deviations.
Identify critical-path activities and highlight potential schedule risks.
Support preparation and implementation of recovery plans to achieve vessel delivery timelines.
3. Refit & Ship Repair Coordination
Coordinate activities related to dry docking, repairs, maintenance, modifications, retrofits, and vessel refit projects.
Monitor progress of hull, structural, mechanical, piping, electrical, painting, and other repair activities.
Coordinate with onboard teams and subcontractors for timely execution of repair jobs.
Track inspection, testing, commissioning, and completion of repair activities.
Support coordination of vessel inspections with ship owners, Class, and other statutory/client representatives.
4. Progress Monitoring & Reporting
Prepare daily, weekly, and monthly project progress reports.
Maintain project dashboards, MIS reports, action trackers, schedules, and progress records.
Monitor planned vs. actual progress and highlight deviations.
Conduct regular progress review meetings with internal and external stakeholders.
Prepare MOMs and ensure timely closure of agreed action points.
Support preparation of management presentations and client status updates.
5. Resource & Cost Coordination
Monitor manpower deployment and resource utilization across refit activities.
Track productivity and identify resource constraints affecting project progress.
Coordinate with Procurement, Stores, Commercial, and subcontractors for timely availability of materials and services.
Assist in monitoring project costs against approved budgets.
Support resource optimization and productivity improvement initiatives.
6. Stakeholder Management
Coordinate with ship owners, ship management teams, classification societies, vendors, subcontractors, and internal departments.
Ensure effective communication between all stakeholders throughout the project lifecycle.
Coordinate client/project review meetings and follow up on action items.
Escalate critical issues, delays, and dependencies to the Project Manager/Repair Manager.
7. Documentation & Compliance
Maintain project schedules, progress reports, MOMs, action trackers, risk registers, and other project documentation.
Ensure compliance with project quality, safety, and organizational requirements.
Support audits, inspections, surveys, and client documentation requirements.
Ensure proper documentation of project progress and vessel handover activities.
Desired Candidate Profile
Bachelor’s Degree in Mechanical / Marine / Production / Electrical / Naval Architecture / related Engineering discipline.
7–12 years of relevant experience in project coordination, planning, or execution.
Experience in ship repair, shipbuilding, refit, dry dock, offshore, EPC, heavy engineering, or manufacturing projects.
Hands-on experience in Primavera P6 and/or MS Project is mandatory.
Good understanding of project planning, scheduling, progress monitoring, and execution.
Strong coordination, analytical, communication, and reporting skills.
Ability to coordinate multiple activities and stakeholders under tight project deadlines.
Strong proficiency in MS Excel, PowerPoint, and project reporting/MIS.
Preferred Qualifications
PMP certification will be an added advantage.
Master’s Degree in Engineering / Project Management will be an advantage.
Experience in dry-docking, vessel refit, ship repair, retrofit, or conversion projects will be highly preferred.
Exposure to shipyard production and repair operations will be beneficial.
Experience coordinating with Ship Owners, Class Societies, and subcontractors will be an advantage.
Interested candidates are requested to share their updated resumes at khushali.gandhi@swan.co.in for consideration.

Work arrangement
No