What are the responsibilities and job description for the Project Coordinator position at Process and Data Automation LLC?
Job Summary/Objective/Role:
Under the general direction of the PMO Manager, the Project Coordinator provides support to PMO team members.
Responsibilities:
Project Coordinators assist with reporting, content development, and pre/post order support. The Project Coordinator collaborates with multiple departments including Sales, Engineering, Digitalization and Admin to assemble and prepare documentation. This role aids in documentation and process development by utilizing personal knowledge, internal specialists or other internal resources, vendor representatives and other available sources.
Required Qualifications:
- Must possess one of the following:
- Bachelor’s degree in an accredited relevant discipline
- Associate’s degree in an accredited relevant discipline and have a minimum 1-3 years of relevant experience in a technical role.
- Minimum of 3-5 years of experience working in a technical project management role.
- Travel required.
Essential Functions:
1. Project Initiation: Assist PMs to:
- Validate project documentation and budget against the scope of work, review with sales and determine the invoicing plan
- Draft Kickoff document
- Schedule and conduct internal and external Kick-off meetings with all key stakeholders in order to announce the start of the project, review the overall project plan and gain consensus.
- Develop project plan in PM software.
- Define the work breakdown structure (WBS) and baseline the project.
- Scope
- Schedule
- Budget
- Create Project Team
2. Project Execution: Assist PMs to:
- Set expectations with the execution team and stakeholders in accordance with the project plan
- Direct the execution of all project task as defined in the project plan in order to achieve the project goals while maintaining schedules and budgets.
- Implement the approved actions and workarounds required to mitigate project risk events in order to minimize the impact of the risks on the project
- Manage changes to the project scope, project schedule, and project costs using appropriate verification techniques in order to keep the project plan accurate, updated, reflective of authorized project changes as defined in the change management plan, and facilitate client acceptance.
- Maintain project controls that accurately reflect completed work against project plans, schedules and budgets, and ensure user/management involvement at appropriate milestones.
- Use project scheduling software to accurately manage schedule throughout project life cycle.
- Identify and assign appropriate resources for all project phases/tasks.
- Request invoices to be issued based on project milestones and schedule.
- Regularly report on project status, milestones and roadblocks to management.
- Ensure professional, courteous, and timely support and service is provided to all stakeholders.
3. Manage Service Call Projects, Warranty Work and Sales Support
- Create project structure in PM software.
- Oversee the completion of project tasks.
- Ensure proper documentation of project tasks.
- Request invoices to be issued based on service call activities.
A. Schedule and verify periodic quality checks throughout the project execution to ensure proper system functionality.
5.Project Closeout: Assist PMs to:
- Facilitate customer closeout meetings
- Complete after action reviews and finalize lessons learned.
- Ensure all client deliverables have been turned over to the client.
- Coordinate internal project closeout.
- Ensure billing was completed
- Ensure all files are archived in appropriate places
6. Documentation: Assist PMs to:
- Create standard project documentation (PM Workbook and other supporting documentation) under the direction of designated team member(s).
- Create non-standard project documentation under the direction of designated team member(s).
- Identify and report project and safety related risks.
7. Special Internal Projects
- Assist company leadership with managing special projects including but not limited to: research, design, execution, delivery and documentation.
- Maintain professional and technical knowledge by attending educational workshops.
- review professional publications
- establish personal networks
- benchmark state-of-the-art practices
- participate in professional societies.
Knowledge, Skills, and Abilities:
- Demonstrate proficiency with PCs, operating systems, and MS Office applications (Outlook, Word, Excel, PowerPoint, Office 365, Teams, MS Project, Power BI).
- Demonstrate client focused attitude.
- Must possess excellent interpersonal, communication, documentation, presentation and computer skills. Works in a team-based environment and exchanges technical information with management, technical support personnel, and equipment vendors.
- Must be self-directed and resourceful, detail oriented and able to manage multiple priorities.
- Ability to interact with all levels of internal staff, clients and vendors
- Ability to effectively balance trial and error, vendor resources, technical documents, and co-workers to implement solutions to technical problems.
- Ability to identify key project team members by defining roles and responsibilities to create project structure.
- Ability to record detailed client requirements, constraints, and assumptions with stakeholders in order to establish the project deliverables, using requirement-gathering techniques (e.g., planning sessions, brainstorming, focus groups) and the project charter.
- Ability to measure project performance using appropriate tools and techniques in order to monitor the progress of the project, identify and quantify any variances, perform any required corrective actions, and communicate to all stakeholders.
- Willingness to apply additional effort and time as required by a project or deadline.
- Full understanding of company standards and fully complies with them.
- Ability to demonstrate and promote safe working practices at all times, including, reporting of and/or correction of safety hazards.
- Effectively contribute to the improvement of team performance by building team cohesiveness, leading, mentoring, training and motivating others.
- Demonstrate knowledge in the following processes:
- Packaging Line Control
- Packaging Equipment
- Water/Wastewater processes
- Batching
- CIP
- Demonstrate strong project control and knowledge to project team & clients from project kickoff through onsite startup activities.
Competencies:
- Decision Making
- Communication
- Conflict Management
- Problem Solving/Analysis
- Execution
- Planning & Adaptability
- Resource Management
- Project Management
Physical Demands:
Must possess ability to work in a standard office setting and use standard office equipment, including a computer, and to visit various client and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment. This is primarily a sedentary office classification although prolonged standing and walking and the ability to climb ramps, stairs, and ladders may be required when traveling or on client site. May occasionally require the ability to lift, carry, push, and pull materials and objects up to 40 pounds or heavier weights with assistance and/or the use of proper equipment.
Other Duties:
Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Salary : $64,000 - $75,000