Project Coordinator

Role Overview

• Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met.
• Evaluate commercial Terms and Conditions (T&C's) of client contracts and Purchase Orders (PO’s); resolve, refer, or escalate discrepancies and omissions to appropriate personnel as necessary.
• Compare ERP data to contracts and PO commercial T&C's, identify errors and omissions, and notify appropriate personnel.
• Evaluate all client PO/Contract requirements related to shipment of equipment, including, but not limited to, billing and revenue milestones, payment securities, shipment and documentation requirements; manage all efforts to execute; and escalate issues to Senior Project Coordinator as necessary.
• Generate draft Letters of Credit (LC's), Standby Letters of Credit (SBLC’s) and Surety Bonds, and submit to Senior Project Coordinator for approval.
• Execute the LC, as approved by the Senior Project Coordinator.
• Create, manage, issue, and reconcile invoice milestones including deferrals, multi-currency and taxes across multiple projects.
• Record revenue in ERP, verifying contract requirement fulfillment with project leader and/or engineering managers when necessary.
• Ensure client issues related to commercial documents, invoices, receivables, PO, and schedules are resolved and communicated to clients, escalating to Senior Project Coordinator as necessary.
• Identify, resolve and communicate resolutions to client delivery issues, escalating unresolved issues to Senior Project Coordinator.
• Advise Sales Managers, Project Managers, and clients on proper information required to generate LC's, SBLC’s and Surety Bonds that are executable and complete, as assigned.
• Advise company personnel on appropriate methods to set up and execute orders and change orders, efficiently and cost effectively.
• Create and monitor billing related milestones over the course of the project lifecycle, updating the ERP accordingly.
• Generate draft Pay Applications and Lien Waivers as required, review with Senior Project Coordinator as needed, and submit to manager for approval.
• Arrange the most cost-effective means of domestic and international shipping and storage in collaboration with Logistics Administrator, based on the project requirements, negotiating where appropriate for optimal cost, quality, and schedule.
• Monitor project schedules, identify high risk shipments, and recommend and implement solutions.
• Analyze freight forwarder’s packing schedule, assist in level loading their factory and forecasting upcoming packing/shipping workload, as necessary.
• Review assigned business reports, identify potential problem and risk items, validate with appropriate personnel, recommend and implement solutions, and make necessary corrections.
• Run export determination process, and research and resolve identified errors.
• Generate commercial invoices, packing lists and other required documentation and supply to internal and external project stakeholders.
• Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations.
• Advise internal personnel on international trade requirements to ensure commercial documentation is compliant.
• Coordinate efforts of a cross-functional team of client, supplier, Logistics Administrator, packer, freight forwarder, carrier, Trade Compliance, customs broker, and BU operations team to ensure timely delivery of product.
• Determine total freight cost exposure of projects and provide to project operations and sales personnel when necessary.
• Review and approve freight forwarder invoices.

Requirements

• Bachelor’s degree in related field or equivalent education and/or work experience
• 1 year of experience in project coordination or internal/external client service
• Demonstrated knowledge of contract terminology
• Excellent keyboarding and computer literacy skills
• Demonstrated successful working relationships with clients, suppliers, and other internal and external contacts
• Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills
• Demonstrated continuous improvement in areas of responsibility
• Proficiency in Microsoft Windows, Excel, Word, Outlook, and an ERP
• Availability to travel less than 5%
• Demonstrated experience reviewing and evaluating contract T&C’s, including billing terms, penalties, contract value, milestone payments, LC’s, SBLS’s/Surety Bonds, pay applications, lien waivers and International Commercial Terms (INCO)
• Demonstrated experience requiring application of international shipping policies
• Proficiency in an international shipping document creation and/or trade management software
• Proficiency in Oracle E-Business Suite Projects and/or Order Management

Tech Stack

• ERP
• Oracle
• Packer