Executive Assistant

Job Title: Operations Manager

Location: Noida

Department: Operations

Experience: Minimum 10 Years (Construction / Contracting / Design-Build Industry Only)

Preferred: Construction Industry

Company: Aparna Kaushik Design Group

About the Company:

Aparna Kaushik Design Group, led by architect and Founding Principal Aparna Kaushik, merges European classicism with modernist tropical architecture. Specializing in luxury estates and residences, the firm offers comprehensive design services spanning architecture, interiors, furniture, lighting, and product design. For more information about our firm and the work we do, kindly visit our website at https://aparnakaushik.com/ or

check out our Instagram handle at https://www.instagram.com/aparnakaushikofficial/

Position Overview

The Operations Manager will be responsible for overseeing the day-to-day operational, commercial, and coordination functions across all ongoing construction projects. The role involves supervising project documentation, payment tracking, contract management, consultant coordination, and ensuring adherence to project timelines. This position requires a highly organized professional with deep experience in construction operations and strong interdepartmental coordination skills.

Key Responsibilities

1. CRM and Data Management

• Ensure accurate and timely updating of client, vendor, and project information in the CRM/ERP system.
• Oversee the logging of contract details, project milestones, and financial updates.
• Maintain operational dashboards for management to track progress, payments, and contract timelines.

2. Proposal and Documentation Oversight • Supervise preparation of detailed project proposals and service engagement documents, including scope, timelines, and budgets.

• Review all outgoing proposals to ensure consistency with company standards and contractual accuracy.
• Coordinate with the commercial and project teams to validate inputs and finalize submissions.

3. Contract Monitoring and Coordination

• Track commencement and completion dates of all ongoing contracts and ensure compliance with agreed terms.
• Monitor project delays, issue reminders, and ensure timely approvals for contract extensions or variations.
• Liaise with department heads for contract renewals, extensions, and associated commercial approvals.

4. Client and Payment Coordination • Review and monitor client billing and receivable schedules to ensure timely invoicing and payment realization.

• Coordinate with accounts and commercial teams for follow-up on pending payments and disbursements.
• Maintain an updated status tracker for all client and vendor payments, ensuring data accuracy in ERP systems.

5. Consultant and Vendor Coordination • Supervise timely payments to consultants and vendors, ensuring compliance with contract terms.

• Review all consultant and vendor bills with respective Project Managers before approval.
• Coordinate with the accounts department to resolve discrepancies and maintain updated payment records.
• Oversee consultant agreements and monitor deliverable schedules.

6. Coordination with Project Managers for Timelines • Collaborate with Project Managers to monitor and maintain project schedules and milestones.

• Track deliverables to ensure progress aligns with design and commercial targets.
• Identify project delays and escalate them to senior management with mitigation plans.
• Ensure project progress updates are aligned with client billing and review cycles.

7. Project and Event Execution Oversight

• Lead end-to-end planning, coordination, and execution of internal company initiatives or assigned projects.
• Plan all stages from initiation to completion, coordinating with internal departments and external vendors.
• Monitor quality, timelines, and budgets to ensure smooth execution and operational efficiency.
• Prepare post-event or project closure reports, capturing learnings and recommendations for improvement.

Skills & Competencies

• Proven experience in construction project operations, billing, and coordination.
• Strong analytical and organizational skills with attention to detail.
• Excellent communication, negotiation, and interdepartmental management abilities.
• Proficiency in MS Excel, CRM/ERP systems, and documentation workflows.
• Ability to handle multiple large-scale projects simultaneously under tight deadlines.

Education

• Bachelors Degree in Civil Engineering / Architecture / Construction Management (mandatory).
• Master’s Degree or MBA in Project / Operations Management (preferred).

Preferred Background

• Minimum 10 years of professional experience in construction operations, project coordination, or commercial management.
• Strong exposure to high-end residential or commercial construction projects.
• Proven ability to lead cross-functional teams and ensure project delivery within quality and time parameters.