Senior Project Manager Sales Operations

About the Role

We are seeking a Senior Project Manager to take full ownership of customer projects from purchase order through final customer site acceptance.

This role is a critical leadership position within operations, responsible for delivering projects on time, on budget, and to specification while ensuring a best-in-class customer experience.

In addition, this role will supervise the Sales & Quote Support Administrative function, ensuring discipline, accuracy, and continuity in information flow from pre-sale through project execution.

The Senior Project Manager acts as the single point of accountability for execution and a bridge between pre-sale and post-sale processes, enabling a seamless customer journey.

What You’ll Do

Project Ownership & Execution

• Lead projects from PO receipt to Customer Acceptance and post mortem
• Own and control scope, budget, schedule, and risk
• Ensure contractual compliance and alignment with customer expectations
• Drive structured project planning using standard tools and milestones

Cross-Functional Leadership

• Coordinate all internal stakeholders: Engineering, Procurement, Manufacturing, Quality, and Service / Installation
• Ensure alignment and accountability across functions
• Escalate issues proactively and drive resolution

Customer Management

• Serve as the primary customer interface post-order
• Lead all customer communications and expectations management
• Conduct regular project update meetings with customers
• Manage change requests, variations, and claims professionally

Project Governance & Reviews

• Prepare and lead internal kick-off meetings, design reviews (internal & customer-facing), project status reviews with leadership (CEO/staff), and pre-FAT and pre-shipment readiness reviews
• Ensure all project tasks and milestones are formally tracked and validated

Quality & Delivery Assurance

• Ensure successful execution of FAT (Factory Acceptance Test), shipment readiness, installation & commissioning, and SAT (Site Acceptance Test)
• Drive a zero-surprise delivery culture

Sales & Quote Support Administration Supervision

• Directly supervise and develop the “Sales & Quote Support Administrative” role
• Ensure discipline, accuracy, and compliance in all pre-sale and order-entry activities
• Oversee and enforce CRM policies and proper usage across the organization and data integrity from lead → quote → order → project execution
• Ensure accurate and complete machine quotations, aligned with company standards
• Lead the Quote Review Meeting
• Validate that all orders are complete, contractually sound, & compliant with DMS requirements before project handoff
• Own and standardize the information flow between pre-sale and post-sale, ensuring:
• No loss of critical data at handoff
• Full documentation availability
• Clean transition from Sales to Operations
• Identify and eliminate inefficiencies or gaps in quoting, order validation, and documentation processes
• Provide coaching and continuous improvement to the function

Process Discipline & Continuous Improvement

• Enforce project management standards, templates, and best practices
• Improve execution processes based on lessons learned
• Contribute to building a scalable and repeatable execution model

Tools You’ll Use

• Microsoft Project – planning & scheduling
• Microsoft Office Suite – reporting & communication
• Microsoft Dynamics (ERP/CRM) – order tracking, financials
• SharePoint / OneDrive – document management

Why This Role Matters

• Ensures end-to-end execution excellence from quote to delivery
• Eliminates handoff gaps between Sales and Operations
• Protects margin, schedule, and customer experience
• Enables a scalable operating model aligned with the 2026 Year of Efficiency

Key Performance Indicators (KPIs)

1. Delivery Performance

• On-Time Delivery (FAT & SAT): ≥ 90–95%
• Schedule Variance: ≤ ±5%

2. Financial Performance

• Project Margin vs Budget: ≥ 100%
• Cost Variance: ≤ 3–5%
• Change Order Capture Rate: High (no unpriced scope changes)

3. Customer Experience

• Customer Satisfaction Score: ≥ 8/10
• Escalations: Minimal / decreasing trend

4. Pre-Sale to Post-Sale Integration (NEW – Critical)

• % Orders with Complete & Accurate Data at Handoff: ≥ 98%
• Number of Order Entry Errors / Missing Information: Near zero
• Quote-to-Order Conversion Without Rework: ≥ 95%

5. Cash Flow

• On-Time Invoicing vs Milestones
• Payment Milestone Compliance

6. Team Leadership (Sales Support Admin)

• Accuracy of Quotes (error rate): Near zero
• Order Validation Lead Time: Reduced / optimized
• Training & CRM Adoption Metrics
• Continuous Improvement Initiatives Implemented (per year) 

What We’re Looking For

• Bachelor’s degree in Engineering, Business, or related field
• 7 years of project management experience in Industrial machinery, capital equipment, Automation or similar industries
• Proven ability to manage complex, multi-disciplinary projects
• Experience supervising or coordinating administrative or support functions
• Strong leadership, communication, and negotiation skills
• Strong financial acumen (budget control, margin awareness)
• PMP certification preferred