Project Coordinator

Flexicon Corporation is seeking a highly organized and detail-oriented Project Coordinator to proactively manage customer orders and internal project activity to ensure a smooth, timely, and customer-focused experience. This role requires exceptional attention to detail, service-oriented communication, and strong task-tracking abilities. The ideal candidate brings experience from customer service or account coordination roles, excels at interpreting information from emails and meetings, identifying responsibilities, setting deadlines, and ensuring follow-through across departments. They act as a central communication hub, keeping projects organized and customers informed.

Responsibilities Include

Project Execution & Coordination:

• Serve as the primary customer-facing coordinator for assigned orders, ensuring all customer needs are understood and met throughout the project lifecycle.
• Anticipate potential delays or obstacles, escalate issues quickly, and assist in finding solutions that preserve customer satisfaction and timelines.
• Review incoming emails and communication threads to identify tasks, assign responsible parties, determine required deadlines, and track action items through completion.
• Maintain forward momentum on projects by following up on open items, confirming next steps, and ensuring all tasks stay on schedule.
• Provide timely and proactive updates to customers regarding project status, milestones, changes, and next steps.
• Organize and participate in internal and external project meetings, keep notes, identify action items, and follow up to ensure each item is addressed.
  
  

Cross Departmental Communication & Collaboration

• Collaborate closely with Engineering, Production, Quality, Sales, and Supply Chain to ensure full alignment between customer expectations and internal execution.
• Track internal tasks and assigned responsibilities, send reminders when deadlines are approaching, and ensure accountability across all departments
• Break down project requirements into clear tasks for each department and monitor progress through checklists or task management tools.
• Serve as a communication bridge between teams, ensuring customer requirements and changes are understood and implemented correctly.
• Manage conflicts or misunderstandings professionally, focusing on customer impact and team unity.
  
  

Third Party & Customer Coordination

• Act as the main point of contact for customers, vendors, and subcontractors regarding updates, documentation, and scheduling.
• Coordinate with suppliers and contractors to ensure timely delivery of materials and services affecting project timelines
• Identify tasks and follow-up needs that arise from customer or vendor communication and ensure they are sent to the appropriate internal team members.
• Communicate customer specifications, change requests, documentation requirements, and delivery expectations clearly to all relevant stakeholders.
  
  

Documentation & Reporting

• Maintain clear, organized, and up-to-date project files, communication logs, and task lists for each project.
• Update and manage departmental task tracking systems, ensuring all actions, deadlines, and owners are documented accurately
• Prepare, distribute, and track project summaries, meeting notes, customer updates, and status reports.
• Document discussions, decisions, change requests, and customer concerns to ensure traceability.
• Assist with improving templates, communication formats, and procedural documents to strengthen consistency and customer experience.
  
  

Problem Solving & Continuous Improvement

• Identify inefficiencies in communication, task tracking, or workflow and propose improvements.
• Help resolve project or customer-impacting issues quickly by collaborating with internal teams to find effective solutions.
• Support consistent implementation of best practices in task management, customer communication, and project coordination.
  
  

Requirements

• Associate’s Degree in Business or related field preferred; High School Diploma required.
• Minimum 2 years of customer service, project coordination, administrative support, scheduling, or task management experience.
• Experience in a manufacturing or industrial environment is a plus.
• Strong ability to read emails, conversations, and documents and pull-out tasks, next steps, required deadlines, and responsible parties.
• Exceptional reliability in tracking details, sending reminders, and ensuring nothing is missed.
• Service-first mindset with the ability to communicate professionally, clearly, and proactively.
• Strong written and verbal skills for customer updates, action item summaries, and internal coordination.
• Able to identify issues early and work with teams to find solutions that keep projects moving.
• Effective at coordinating between multiple internal teams with differing priorities.
• Comfortable coordinating with external partners and managing communication cadence.
• Strong skills in maintaining accurate reports, logs, summaries, and written follow-up.