Project Coordinator (PR26104)
About The Position
Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met. This role involves evaluating commercial Terms and Conditions (T&C's) of client contracts and Purchase Orders (PO’s), comparing ERP data to contracts, and managing all efforts to execute shipment requirements. The Project Coordinator will also generate and execute Letters of Credit (LC's), Standby Letters of Credit (SBLC’s), and Surety Bonds, create and manage invoice milestones, record revenue in ERP, and ensure client issues related to commercial documents, invoices, and receivables are resolved. Additionally, the role requires advising on order setup, monitoring billing milestones, generating pay applications and lien waivers, arranging cost-effective shipping, monitoring project schedules, analyzing freight forwarder schedules, reviewing business reports, running export determination, generating commercial invoices and packing lists, creating import/export documentation, advising on international trade requirements, and coordinating cross-functional teams for timely delivery. The role also involves determining total freight cost exposure and reviewing/approving freight forwarder invoices.
Requirements
- Bachelor’s degree in related field or equivalent education and/or work experience
- 1 year of experience in project coordination or internal/external client service
- Demonstrated knowledge of contract terminology
- Excellent keyboarding and computer literacy skills
- Demonstrated successful working relationships with clients, suppliers, and other internal and external contacts
- Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills
- Demonstrated continuous improvement in areas of responsibility
- Proficiency in Microsoft Windows, Excel, Word, Outlook, and an ERP
- Availability to travel less than 5%
Nice To Haves
- Demonstrated experience reviewing and evaluating contract T&C’s, including billing terms, penalties, contract value, milestone payments, LC’s, SBLS’s/Surety Bonds, pay applications, lien waivers and International Commercial Terms (INCO)
- Demonstrated experience requiring application of international shipping policies
- Proficiency in an international shipping document creation and/or trade management software
- Proficiency in Oracle E-Business Suite Projects and/or Order Management
Responsibilities
- Evaluate commercial Terms and Conditions (T&C's) of client contracts and Purchase Orders (PO’s); resolve, refer, or escalate discrepancies and omissions to appropriate personnel as necessary
- Compare ERP data to contracts and PO commercial T&C's, identify errors and omissions, and notify appropriate personnel
- Evaluate all client PO/Contract requirements related to shipment of equipment, including, but not limited to, billing and revenue milestones, payment securities, shipment and documentation requirements; manage all efforts to execute; and escalate issues to Senior Project Coordinator as necessary
- Generate draft Letters of Credit (LC's), Standby Letters of Credit (SBLC’s) and Surety Bonds, and submit to Senior Project Coordinator for approval
- Execute the LC, as approved by the Senior Project Coordinator
- Create, manage, issue, and reconcile invoice milestones including deferrals, multi-currency and taxes across multiple projects
- Record revenue in ERP, verifying contract requirement fulfillment with project leader and/or engineering managers when necessary
- Ensure client issues related to commercial documents, invoices, receivables, PO, and schedules are resolved and communicated to clients, escalating to Senior Project Coordinator as necessary
- Identify, resolve and communicate resolutions to client delivery issues, escalating unresolved issues to Senior Project Coordinator
- Advise Sales Managers, Project Managers, and clients on proper information required to generate LC's, SBLC’s and Surety Bonds that are executable and complete, as assigned
- Advise company personnel on appropriate methods to set up and execute orders and change orders, efficiently and cost effectively
- Create and monitor billing related milestones over the course of the project lifecycle, updating the ERP accordingly
- Generate draft Pay Applications and Lien Waivers as required, review with Senior Project Coordinator as needed, and submit to manager for approval
- Arrange the most cost-effective means of domestic and international shipping and storage in collaboration with Logistics Administrator, based on the project requirements, negotiating where appropriate for optimal cost, quality, and schedule
- Monitor project schedules, identify high risk shipments, and recommend and implement solutions
- Analyze freight forwarder’s packing schedule, assist in level loading their factory and forecasting upcoming packing/shipping workload, as necessary
- Review assigned business reports, identify potential problem and risk items, validate with appropriate personnel, recommend and implement solutions, and make necessary corrections
- Run export determination process, and research and resolve identified errors
- Generate commercial invoices, packing lists and other required documentation and supply to internal and external project stakeholders
- Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations
- Advise internal personnel on international trade requirements to ensure commercial documentation is compliant
- Coordinate efforts of a cross-functional team of client, supplier, Logistics Administrator, packer, freight forwarder, carrier, Trade Compliance, customs broker, and BU operations team to ensure timely delivery of product
- Determine total freight cost exposure of projects and provide to project operations and sales personnel when necessary
- Review and approve freight forwarder invoices
- Bring full effort to bear on tasks assigned by manager
- Give manager best advice
- Give earliest notice when work cannot be delivered as specified
- Cooperate and collaborate with peers and interact cross-organizationally as specified by manager
- Exemplify Company Core Values: Integrity, Client Focus, Team Orientation, and Personal Commitment
- Comply with all Company policies, practices, and procedures and all regulations and laws
- Recommend viable improvements proactively
- Ensure effective utilization of business tools and processes
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
