Project Management Coordinator

VADATECH PROVIDES EQUAL EMPLOYMENT OPPORTUNITIES (EEO) TO ALL EMPLOYEES AND APPLICANTS FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, RELIGION, CREED, GENDER, SEX, SEXUAL ORIENTATION, GENDER IDENTITY, GENDER EXPRESSION, NATIONAL ORIGIN, AGE, DISABILITY, GENETIC INFORMATION, MARITAL STATUS, SOCIO-ECONOMIC STATUS, AMNESTY, STATUS AS A COVERED VETERAN AND ANY OTHER CLASS PROTECTED BY APPLICABLE FEDERAL, STATE AND LOCAL LAWS. THE COMPANY COMPLIES WITH APPLICABLE STATE AND LOCAL LAWS GOVERNING NONDISCRIMINATION IN EMPLOYMENT IN EVERY LOCATION IN WHICH THE COMPANY HAS FACILITIES. THIS POLICY APPLIES TO ALL TERMS AND CONDITIONS OF EMPLOYMENT, INCLUDING HIRING, PLACEMENT, PROMOTION, TERMINATION, LAYOFF, RECALL, TRANSFER, LEAVES OF ABSENCE, COMPENSATION, AND TRAINING.

VADATECH IS AN EQUAL OPPORTUNITY EMPLOYER M/F/DISABILITY/VET

SUMMARY:

VadaTech is a world leader in the design and manufacturing of embedded computing solutions. Due to continued growth, we are seeking candidates for the position of Project Management Coordinator. The Project Management Coordinator supports the project manager and team by handling administrative and organizational tasks to ensure the successful execution of projects and the fulfillment of customer orders. 

RESPONSIBILITIES:

REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.

• Maintain accurate and up-to-date project documentation, prepare reports, and provide regular updates to project managers and other stakeholders.
• Maintain project plans, schedules, and track progress against deadlines.
• Facilitate communication between team members, stakeholders, and other relevant parties. This includes scheduling meetings, documenting action items, and ensuring information is disseminated effectively. 
• Organize and attend meetings, including taking detailed minutes and following up on action items. 
• Assist in project management office general tasks, assignments, and workloads. 
• Ensure project activities comply with organizational policies and regulations.
• Serve as a central point of contact for project-related inquiries, facilitating information exchange between the Project Manager, team members, stakeholders, and customers. 
• Support the identification of potential project risks and assist in developing mitigation plans.
• Support the processing of new orders with accurate and timely generation of sales orders.  
• Provides order acknowledgments and confirms shipping dates to customers.
• Supports project management and the sales team to inform customers of any delays in shipping. Provides alternative delivery dates (as needed).
• Assists in managing bookings, billings, and backlog for designated accounts.
• Support Return Material Authorizations processing for repair and support RMA status reports. 
• Works closely with Satellite offices, as needed (domestic & international).
• Assist Configuration Management in the generation and control of documentation, acting in a liaison role to the sales team and project management office. 
• Support the shipping department on daily shipments. Confirm shipment logistics are accurate and send shipment confirmation notifications to customers. 
• Manage all non-recurring engineering order line items, working with finance, sales, and the project management office to track status and ensure successful completion and payments are invoiced. 
• Provide customer support related to order status and customer inquiries, facilitating information exchange between the customer and VadaTech, Inc. team members.

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Minimum of 3 years of relevant experience in project coordination, administrative support, or related field
• Bachelor's degree in business administration or related field preferred. 
• High School Diploma or GED with relevant experience. 
• Proficiency in ERP software (Epicor or SAP ERP experience preferred)
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, etc.)
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Attention to detail 
• Adaptability and the ability to work in a fast-paced environment

ENVIRONMENT: 

• Indoors/Engineering Labs/Manufacturing Floor

PHYSICAL DEMANDS

• Ability to sit and stand for extended periods of time. 
• Required to wear Personal Protective Equipment (PPE) when working on the manufacturing floor, including, but not limited to, eye, ear, and foot protection. 
• Ability to handle and lift objects weighing at least 25 lbs.  

THE ABOVE INFORMATION ON THIS DESCRIPTION HAS BEEN DESIGNED TO INDICATE MANAGEMENT’S ASSIGNMENT OF ESSENTIAL FUNCTIONS AND LEVEL OF WORK PERFORMED BY EMPLOYEES WITHIN THIS CLASSIFICATION. IT IS NOT DESIGNED TO CONTAIN OR BE INTERPRETED AS A COMPREHENSIVE INVENTORY OF ALL DUTIES, RESPONSIBILITIES, AND QUALIFICATIONS REQUIRED OF EMPLOYEES ASSIGNED TO THIS JOB. NOTHING IN THIS JOB DESCRIPTION RESTRICTS MANAGEMENT’S RIGHT TO ASSIGN AND REASSIGN DUTIES AND RESPONSIBILITIES TO THIS JOB AT ANY TIME.