Project Coordinator

BASIC PURPOSE:
The Project Coordinator position is responsible for providing administrative support to the Projects Team and assisting with activities related to quotations, order execution, scheduling, expediting, shipping, collecting and compiling data, document preparation, and others as required by the PMO Team Leader.

MAJOR ACCOUNTABILITIES/RESPONSIBILITIES OF JOB:

• Reviews, qualifies, and reroutes incoming RFQs as applicable.
• Creates quotation header in AX and corresponding folder in the corresponding common drive.
• Assigns qualified RFQs to Project Specialist Proposals.
• Confirms (flip) quotations to create sales orders in AX, and books the order.
• Uploads relevant documents into sales order in AX.
• Prepares hard copy folders as needed.
• Adds new SO to MP or TSTC to Prod. Schedule.
• Assists PMs with production progress reports and miscellaneous follow up activities.
• Requests inspection and shipping releases from customers.
• Works with logistics to submit shipping documents as project requirements.
• Communicates with PM to confirm shipments can proceed and releases shipment in AX.
• Provides project status or tracking info(requires coordinating with shipping and customer).
• Drives the Bank Guarantees and Lien Waiver requests with the Finance department.
• Files relevant documentation in the designated common drives.
• Initiates RMA Process.
• Performs Credit and Rebill process.
• Assists PM and Accounting with project order collection and invoicing related inquiries.
• Coordinates task assistance requests with WIKA’s Project Support Offices in Brazil and India.
• Schedules meetings and conference calls.
• Scans and prints project related documentation.
• Submits drawings to field service.
• Performs ancillary duties as required.

KNOWLEDGE AND SKILL REQUIREMENTS:

Required

• High school diploma.
• 1 years’ experience of project order admin support.
• Ability to follow directions and take initiative when required.
• Familiarity with Microsoft office, Adobe products, TEAMS and ERP Systems.
• Excellent communication (both oral and written).
• Exhibit organizational skills, attention to details, and ability to meet deadlines.
• Adaptable and calm under pressure.

Preferred

• Two-year degree.
• Oil & Gas related experience.
• Understanding of the EPC and Capital Projects market.
• Anyone looking to grow into a project proposals or project order management role.