Project Coordinator

Bastian Material Handling•Indianapolis, IN

47d

About The Position

The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects that range in technology and automation. The projects can include the following technologies: robotics, AS/RS, AGV's, high speed sortation, vertical lifts, light directed picking, pick modules, and other custom material handling solutions. Responsibilities cover the full project life cycle of project management processes (initiation, planning, execution, monitoring/controlling, and closing). A typical duration of a project will range from 8 months to 24 months. A Project Coordinator's work begins at the internal project kickoff meeting where the sales team transitions a sold project to the project execution team. The Project Coordinator remains involved in the project until closeout of the final punch list, acceptance testing, finally billing milestones, and accounting reconciliation. The project team is typically comprised of project engineer(s), controls engineer(s), a software project manager in addition to the project management staff (project manager, project coordinator, and site manager(s). Project success is measured by scores on customer satisfaction surveys as well as performance on managing scope, cost, and schedule.

Requirements

Bachelor's Degree required.
Advanced in MS Office software suite (particularly MS Excel and MS project)
Energetic, ambitious, and hard working
Strong interpersonal and communication skills
Strong demonstrated sense of customer service
Anticipate problems and drive risk reduction
Change agent and desire to enhance standard processes

Nice To Haves

Experience and/or education in Project Management a plus
Experience with Financials, including concepts of project ROI, Net Present Value, Cost to Complete, Cost at Completion, etc.
AutoCAD experience a plus
Material Handling, Robotics, Manufacturing or Packaging background preferred.

Responsibilities

Develop industry knowledge and job skills through training
Work effectively with direction and guidance
Show ability to carry a workload of 2-4 project concurrently
Create/maintain project management checkbook predicated on Job Cost Sheet information including vendor name, description of purchase, Microsoft D365 cost category, lead times, and purchase order
Solidify final vendor quotes and negotiate best pricing, including freight carriers
Complete purchase requisition tasks in Microsoft D365 for each vendor purchase
Facilitate purchase agreement or statement of work creation when needed.
Confirm delivery date throughout procurement process (at beginning, middle and 1-2 weeks out from delivery)
Consolidating project bills of materials to be delivered to the project site team for inventory management
Create/maintain project management checkbook (financial management) to manage cash flow, including tabs for each vendor/installer with payment terms and conditions
Notify Business Specialist to send Milestone payments to Client
Print off project financial report and perform cursory analysis and compare to project management checkbook
Assisting the project manager in project level forecasting, estimating costs and timing of costs for the full life cycle of a project
Solicit quotes for internal/external vendors for each change notification requested
Draft change orders (CNA) based on mechanical, controls, or software quotes or costing and share with PM to propose to the Customer for review/approval
Create change order budget sheet and submit purchase requisition in Microsoft D365
Create agendas and lead recurring project team meetings
Document meeting minutes
Document action items (punch list) and follow up with owners on progress
Draft Weekly Project Status Report for project manager to review; combine feedback covered in internal and external weekly meetings, emails received during weeks, and daily notes
Update % Complete on Microsoft Project tasks throughout the project lifecycle
Assist the project manager in creation and updates to the onsite resource schedule for site managers, commissioning engineers, project engineers, and others.
Complete per diem and credit card expense reports in timely fashion
Ensure all projects are set up and maintain the standard file structure in Microsoft One Drive
Assist in the creation of lessons learned
Participate in onsite startup and/or close out opportunities
Periodically visit job sites as part of vendor management responsibilities