Project Coordinator

General Role Description

Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met.

Key Responsibilities

Project Setup in Oracle



• 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.


• Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations.


Bank Guarantees



• Generate draft Bank Guarantees (BG), and submit to Manager for approval.


• Execute the BG, as approved by the manager.


Project Co-ordination and Logistics



• Overall responsibility for the Coordination and management of Project related activity from point of sale through to import and delivery from manufacturing facilities in Tokyo, China and India to delivery at Site within the EMEA territories.


• Coordinate efforts of a cross-functional team of client, supplier, packer, freight forwarder, carrier, and customs broker, to ensure timely delivery of product


• Preparation of Import and contractual compliance documentation Monitor project schedules, identify high risk shipments, and recommend and implement solutions


• Create, manage, issue, and reconcile invoice milestones including deferrals, multi-currency and taxes across multiple projects.


• Record revenue in ERP, verifying contract requirement fulfilment 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 Manager as necessary.


• Identify, resolve and communicate resolutions to client delivery issues, escalating unresolved issues to Manager.


• 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.


• Arrange the most cost-effective means of domestic and international shipping and storage, 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.


• Analyse freight forwarder’s packing schedule, assist in level loading their factory and forecasting upcoming packing/shipping workload, as necessary.


• Coordinate efforts of a cross-functional team of client, supplier, packer, freight forwarder, carrier, Trade Compliance, customs broker, and BU operations team to ensure timely delivery of product


• Advise internal personnel on international trade requirements to ensure commercial documentation is compliant.


• Review and approve freight forwarder invoices.


Reporting and Analysis



• 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.


• Determine total freight cost exposure of projects and provide to project operations and sales personnel when necessary


General Employee Accountabilities



• Bring full effort to complete tasks assigned by manager.


• Give manager best advice.


• Give earliest notice when work cannot be delivered as specified.


• Cooperate and collaborate with peers and interact cross-organizationally as specified by manager.


• Exemplify Company Core Values: Integrity, Client Focus, Team Orientation, and Personal Commitment


• Comply with all Company policies, practices, and procedures and all regulations and laws.


• Formulate recommendations for improvement proactively.


• Ensure effective utilization of business tools and processes


Minimum Qualifications



• 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


Preferred Qualifications



• Demonstrated experience reviewing and evaluating contract T&C’s, including billing terms, penalties, contract value, milestone payments, BG’s, 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