| Detail | For this role |
|---|---|
| Department | Operations |
| Level | Mid level |
| Reports to | Project Manager |
| Direct reports | None |
| Experience | 2 to 5 years in project execution, site coordination or facility setup |
Project Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Project Executive
Department: Operations
Reports to: Project Manager
Location: [City], [office, branch or site]
About the role
A Project Executive handles hands-on execution of assigned parts of a project, such as site readiness, vendor work, material deliveries and inspections, under the project manager. The role follows up with vendors and internal teams every day, checks work on site, keeps records of progress and raises issues early. A good project executive knows the true status of every task on the ground, not just what the tracker says.
Key responsibilities
- Execute the work packages assigned by the project manager, such as civil and interior works, equipment installation or system setup at a site.
- Follow up daily with vendors and contractors on manpower, material and progress against the schedule.
- Check deliveries of material and equipment against purchase orders, and report shortages or damage.
- Inspect completed work on site with checklists, and record snags for the vendor to fix.
- Coordinate permits, approvals and access with landlords, facility teams or local authorities as needed.
- Update the project tracker with actual progress, photos and site notes every day.
- Measure completed work quantities for vendor billing, subject to the project manager's approval.
- Arrange testing, trial runs and handover documents at the end of each work package.
- Enforce site safety basics for contractor staff, such as PPE, housekeeping and work permits.
- Report delays and risks to the project manager on the day they become known.
Requirements
- Diploma or degree in civil, electrical or mechanical engineering, or a graduate with project exposure
- Basic knowledge of project scheduling
- Safety training or a project management foundation course is an advantage
- 2 to 5 years in project execution, site coordination or facility setup
KRAs and KPIs for a Project Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Work package delivery | Assigned work packages completed within their scheduled dates |
| Snag closure | Snags closed before handover, with none reopened by the user team |
| Billing measurement | Measured quantities for vendor bills accepted with no disputes after certification |
| Site reporting | Daily progress update with photos filed for every working day on site |
| Contractor safety | Zero safety incidents among contractor staff on the executive's sites |
Skills and tools
Tools used day to day: MS Excel, MS Project or project tracker, Site inspection checklists, Measuring tape and laser distance meter, Mobile phone for photos and updates.
Reporting line and career path
Next roles: Project Manager, Construction Project Manager
Interview questions for a Project Executive
- A contractor sends half the promised workers today. What do you do before noon?
- How do you check that the material delivered matches the purchase order?
- Walk me through how you prepare a snag list before handover.
- How would you measure and certify completed work for a vendor bill?
- Tell me about a delay you spotted early. How did you raise it?
- Which safety checks do you do when a contractor starts work at height?
Managing a Project Executive in ZeniaHR
Hire and manage your operations team in one place
Post the role, onboard the new hire, and track attendance, leave and KRAs in ZeniaHR. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What does a project executive do?
A project executive carries out assigned parts of a project on the ground. They follow up with vendors, check material deliveries, inspect work and list snags, coordinate permits, measure work for billing, update the tracker with photos and arrange handover documents, all under the project manager's direction.
What is the difference between a project executive and a project coordinator?
A project coordinator mainly handles schedules, meetings, minutes, trackers and documents from the office. A project executive is more hands-on at the site: supervising vendor work, checking quality, measuring quantities and closing snags. Both support the project manager, but the executive owns execution of specific work packages.
What qualification is required for a project executive?
Most employers prefer a diploma or degree in civil, electrical or mechanical engineering, especially for site-heavy projects. Graduates from other streams can qualify with two to five years of project coordination or facility setup experience. Basic scheduling knowledge and safety awareness are expected in either case.