Project Coordinator | Manufacturing

Job Summary:

The Project Coordinator will provide the Engineering Manager with administrative support on financial, organizational and scheduling aspects of all Engineering Projects, Reliability Projects and Technical Initiatives for the Organization. Further, the Project Coordinator will take the lead on managing all project purchases and be the liaison between Engineering and Purchasing. This individual will also work closely with Accounting and Finance and drive the development of engineering financial reports, make periodic presentations on budgets, spend and projections as well as ensuring timely payments of all Engineering and project invoices. This role will play an important role in ensuring that each project is in compliance with QA, Safety and Environmental standards.

Essential Functions:

• Work with the Project Managers and Engineers to develop project budgets
• Create and maintain budget spreadsheets for each project and overall capital spend spreadsheets
• Receive, organize and seek approvals for all project invoices and work with AP to ensure timely payment
• Perform spend and budget projections in order to support the engineering decision-making process
• Work with Project Manager or Project Engineer to create Capital Expenditure Requests (CERs)
• Ensure the approved budget in the CER is used on the appropriate Project Budget Tracking Sheet
• Manage Project Schedules and Lists
• Work with the Project Teams to create and update project schedules as needed
• Create and manage Action Lists for project tasks for all projects as needed
• Create and update overall engineering projects and initiative timelines to present to staff as needed
• Work with Project Managers and Engineers to help set-up and coordinate job walks
• Work with Project Managers on assembling quotes and creating quote analyses
• Work with Vendors and Contracting Companies to gather details of work and part / equipment specifications
• Follow-up on delivery schedules and installation timelines and prepare periodic updates of the Capital Plan, Capital Projects Master List and Engineering Presentations
• Maintain all project files including but not limited to preliminary notices, lien releases, quotes, designs, POs, etc.
• Create spare parts list, obtain pricing and create requisitions
• Create Purchase Orders (POs) in the order entry system for all project purchases and communicate to the appropriate vendors
• Ensure all spares are entered into the Maintenance Parts System
• Inventory and order all supplies needed for the Engineering Team
• Plan and set-up meetings as needed for the Department
• Act as a liaison between the Engineering Team and the Maintenance and Operations Teams on various issues and improvement initiatives
• Support the Maintenance Team on improvements to the Maintenance Strategy and Team Infrastructure
• Work with the Maintenance Team on CMMS improvements as needed
• Work with the Quality Assurance Team to ensure that Food Safety and Quality considerations for each project are listed and communicated to the appropriate Project Manager or Engineer and track completion
• Work with the Safety Manager to ensure that Personal Safety and Safety Regulation considerations for each project are listed and communicated to the appropriate Project Manager or Engineer and track completion
• Work with the Engineering Manager to ensure that Environmental Regulation considerations for each project are listed and communicated to the appropriate Project Manager or Engineer and track completion
• Assist in the preparation and submittal of all Environmental Permit Applications for Projects
• Work with the team’s QA, Safety and Environmental Consultants on the above as needed
• Follow-Up on QA, Safety and Quality aspects of each project to ensure they have been properly implemented post-commissioning.

Required Skills/Abilities:

• Experience with working with Cross-Functional teams.
• Strong typing skills.
• Excellent negotiating, interpersonal and customer service skills.
• Experience with financial rules, financial reporting and analyzing.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a fast-paced environment.
• Ability to communicate in Spanish is a plus.

Qualifications and Experience:

• High School Diploma/GED required
• Bachelor’s degree in Finance, Accounting, Business or Engineering discipline preferred
• 2+ years’ experience in a Financial, Business or Engineering-related position.
• Excellent verbal and written English communication skills.
• Strong organizational and prioritization skills.
• Good analytical and problem-solving skills.
• Highly proficient with Microsoft Office Suite and related software, especially Excel.
• Familiarization and proficiency with Microsoft Project.
• High level of familiarity with Financial and Accounting Practices.
• Ability to work well independently and as part of a team.

Work Environment & Physical Requirements:

• The majority of the work will be performed in a manufacturing plant setting with exposure to noise, temperature variations, and chemicals.
• Prolonged periods of sitting, standing, walking.
• Ability to occasionally lift up to 30 lbs.
• Willingness and ability to travel on a limited basis (up to 10%)
• Willingness and ability to work weekends, holidays and unscheduled shifts, when necessary, based on business needs.