Administrative Assistant Project Coordinator

1 month ago

Baton Rouge, United States John H. Carter Company, Inc. Full time

I. Summary

Lead and manage both internal and customer-facing communications for Predictive Maintenance (PdM) contracts and projects related to our Machinery & Engine Solutions (MES) offerings. This role is crucial for ensuring an efficient PdM schedule and involves coordinating project resources that integrate route based and online monitoring solutions.


II. Essential Duties & Responsibilities

Communication Management:

  • Lead and manage all internal and customer-facing communications for PdM contracts and projects.
  • Serve as the primary point of contact for all communications related to MES offerings.
  • Ensure clear, consistent, and effective communication with all necessary parties to maintain project timelines and deliverables.
  • Project Coordination:
  • Coordinate projects involving any product offering currently in the MES Line Sheets, as well as any new future products.
  • Oversee projects related to various reciprocating compressor and engine monitoring platforms.
  • Manage projects of varying complexity and size, ensuring they are completed on time, within scope, and budget.

Schedule Management:

  • Develop and maintain an efficient PdM schedule, ensuring all projects are aligned with customer needs and internal capabilities.
  • Monitor project progress and adjust schedules as needed to accommodate changes and ensure project success.

Project Planning Support:

  • Participate in the internal hand-off from the sales phase to the execution phase; develop a list of hand-off deliverables from the sales team to the execution team.
  • Create and maintain project schedules using Microsoft Project, including tracking total project deliverables, financial milestones, and key project timeframes.
  • Define and prepare the project responsibility assignment matrix (RACI matrix).

Project Execution Support:

  • Assist Service and Project groups in personnel allocation according to project schedules.
  • Help drive project execution internally and with customers to meet schedules and expectations.
  • Lead conference calls and project meetings; provide meeting minutes and recap emails.
  • Coordinate with Project Engineers/technicians for necessary project drawings/documentation.
  • Liaise with panel department lead to ensure accuracy and quality in projects involving panels/enclosures.
  • Assist in developing FAT procedures when needed.
  • Collaborate with sales personnel for change order quotations and track orders.
  • Maintain and update project schedules and financials weekly.
  • Ensure team members have up-to-date documentation and provide lead time updates and hardware tracking.
  • Resolve, trace, and escalate critical issues to management to minimize project risks.
  • Communicate with clients, sub-contractors, and vendors to establish effective working relationships.
  • Support the inside sales team to ensure invoicing timelines are met.
  • Upload and organize all project documentation and files to the PSG Server.
  • Report on project progress and communicate relevant information to superiors and management.
  • Represent ControlWorx/John H Carter/Emerson professionally during all customer interactions.
  • Provide quality control for all projects and take personal ownership of all projects and PdM contracts.

Project Completion Support:

  • Ensure all project deliverables have been provided.
  • Confirm that all documentation is complete and backed up on the server. (Post FAT documentation, sensor installation reports, loop drawings, Panel Documentation, network architecture drawings, Site Acceptance Test documentation, etc.)
  • Ensure all invoices are issued and paid.
  • Document lessons learned and report to management to help mitigate those in the future.
  • Close project in time accounting.
  • Develop Project Closing Feedback Surveys
  • Submit feedback surveys to customers and document results
  • Support Predictive Maintenance (PdM) Contract Management


III. Supervisory Responsibilities

There are no supervisory responsibilities associated with this position.


IV. Location

This position is available and located within the following areas:

Baton Rouge, Louisiana, USA


IV. Qualifications

  • High School Diploma
  • Associate's degree or equivalent from a trade school, community college, or similar two-year program in a relevant field such as Engineering Technology, Project Management, Industrial Maintenance, or a related discipline.
  • Preferred bachelor’s degree in engineering, Project Management, or a related field.
  • Proven experience in project coordination, preferably within the industrial or engineering sectors.
  • Strong understanding of DCS, PLC systems, and industrial process instrumentation.
  • Excellent communication and interpersonal skills.
  • Strong organizational and time-management skills.
  • Ability to manage multiple projects simultaneously and work well under pressure.
  • Proficiency in AMS software platforms are a plus.


PLEASE NOTE: John H Carter Company is not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee of John H Carter Company about this opening. All resumes submitted by search firms/employment agencies to any employee at John H Carter Company via-email, the Internet or in any form and/or method without a valid and executed search firm agreement in place for this position will be deemed the sole property of John H Carter Company; no fee will be paid in the event a candidate is hired by John H Carter Company as a result of the unsolicited referral or through other means.

If you wish to become an approved agency to assist us in our employment efforts, please submit your request to careers@johnhcarter.com.

  • Project Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States Enginuity Global Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Project Coordinator to provide administrative support to our Field Services division.The successful candidate will be responsible for maintaining accurate records, generating invoices, and coordinating schedules for divisional managers.This is a critical role in ensuring the smooth operation of...

  • Administrative Assistant

    3 weeks ago

    Baton Rouge, United States CorrieHDemo Full time

    Administrative Assistant Job Purpose: Provides office services by implementing administrative systems, procedures, and policies, and monitoring administrative projects. Administrative Assistant Job Duties: Maintains workflow by studying methods; implementing cost reductions; and developing reporting procedures. Creates and revises systems and...

  • Project Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States SASSO Full time

    Job DescriptionWe are seeking a highly skilled and organized Project Coordinator to join our team at SASSO. As a key member of our marketing and communications team, you will be responsible for managing projects from start to finish, ensuring timely delivery and staying within budget.Main Responsibilities:Support the accounts team to ensure projects are...

  • Administrative Assistant II

    3 weeks ago

    Baton Rouge, United States Manpower Group Inc. Full time

    Administrative Assistant | Baton Rogue, LA Experis, a division of ManpowerGroup, has partnered with an American multinational oil and gas corporation for an Administrative Assistant to work on site in Baton Rogue, LA Job Title: Administrative Assistant Location: Onsite – Baton Rogue, LA MAIN FUNCTIONS Provides administrative support to a department or...

  • Administrative Assistant III

    1 week ago

    Baton Rouge, United States NES Fircroft Full time

    MAIN FUNCTIONS Provides administrative support to a department or individual. Duties may include: typing, filing, answering phones, scheduling, calendaring, record keeping, coordinating meetings and conferences, obtaining supplies and/or sorting/distributing mail. May work on special projects to include recording, compiling, retrieving, reporting and...

  • Executive Administrative Coordinator

    3 weeks ago

    Baton Rouge, United States East Baton Rouge Parish Housing Authority Full time

    The Executive Administrative Assistant is part of a development team, and as such must possess the ability to work well on group projects, but also must be prepared to work independently. Typical duties and responsibilities include, but are not limited to: Assist in all aspects of the real estate development activities from predevelopment to project...

  • Administrative Coordinator

    1 month ago

    Baton Rouge, Louisiana, United States Joni and Friends Full time

    Job SummaryWe are seeking a highly organized and detail-oriented Administrative Coordinator to join our team at Joni and Friends. This role will provide administrative support to the Area Ministry team, ensuring the smooth operation of our daily activities.Key ResponsibilitiesProvide administrative support to the Area Ministry team, including answering phone...

  • Project Cost Administrator

    4 weeks ago

    Baton Rouge, Louisiana, United States SRI Telecom Full time

    Job DescriptionSRI Telecom is seeking a skilled Project Cost Administrator to provide comprehensive financial and accounting support across all projects. The ideal candidate will collaborate closely with directors and project teams to oversee and manage the tracking and reconciliation of key project elements, including timesheets, invoicing, and related...

  • Construction Project Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States Our Lady of the Lake Regional Medical Center Full time

    Job SummaryWe are seeking a highly skilled Construction Project Coordinator to assist our project managers with the day-to-day coordination of healthcare construction projects. The ideal candidate will have a strong understanding of the construction process, from budgeting to design and procurement.The Construction Project Coordinator will be responsible for...

  • Executive Administrative Coordinator

    1 month ago

    Baton Rouge, Louisiana, United States Partners Southeast Full time

    Job Description Job Overview Partners Southeast is seeking a highly skilled and organized Executive Administrative Coordinator to join our team. Key Responsibilities Provide administrative support to the executive team, including preparing materials for meetings and coordinating workflows. Assist in all aspects of real estate development activities from...

  • Administrative Assistant

    3 weeks ago

    Baton Rouge, Louisiana, United States Flowserve Corporation Full time

    Job Description: As an Administrative Assistant, you will provide exceptional support to our team by handling phone calls, emails, and other administrative tasks. You will be responsible for maintaining a high level of organization and ensuring a smooth workflow.Key Responsibilities:Answering phone calls and responding to emailsMaintaining accurate records...

  • Project Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States ARDCORP - MAIN Full time

    Job Title: Project CoordinatorJob Summary:We are seeking a highly skilled Project Coordinator to join our team at ARDCORP - MAIN. The successful candidate will be responsible for preparing, scheduling, coordinating, and monitoring assigned engineering projects.Key Responsibilities:Monitoring compliance to applicable codes, practices, QA/QC policies,...

  • Administrative Assistant

    2 weeks ago

    Baton Rouge, United States EisnerAmper Full time

    Tax Administrative Assistant Baton Rouge, LA, USA Req #807 Monday, August 26, 2024 EisnerAmper is one of the largest accounting,...

  • Project Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States TERRACON Full time

    As a key member of our team, you will be responsible for managing all aspects of a facilities, materials, environmental, or geotechnical engineering project to ensure its successful completion on time, within scope, and budget.Key responsibilities include:Completing the project as per its contracted scopeMonitoring progress and performance against the...

  • Project Financial Coordinator

    3 weeks ago

    Baton Rouge, Louisiana, United States SRI Telecom Full time

    Job OverviewSRI Telecom is seeking a skilled Project Cost Administrator to provide comprehensive financial and accounting support across all projects.The ideal candidate will collaborate closely with directors and project teams to oversee and manage the tracking and reconciliation of key project elements, including timesheets, invoicing, and related...

  • Project Financial Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States SRI Telecom Full time

    Job OverviewSRI Telecom is seeking a highly skilled Project Cost Administrator to provide comprehensive financial and accounting support across all projects.The ideal candidate will collaborate closely with directors and project teams to oversee and manage the tracking and reconciliation of key project elements, including timesheets, invoicing, and related...

  • Administrative Assistant

    18 hours ago

    Baton Rouge, United States Enhance Health Care Services Behavioral Health, LLC Full time

    Benefits/Perks Flexible Hours Career Growth Opportunities Job Summary We are seeking a motivated and outgoing Administrative Assistant to join our team. In this role, you will provide support to our office employees, ensuring they have all the information and resources they need to perform their best. Your responsibilities will include answering phone calls,...

  • Administrative Coordinator

    4 weeks ago

    Baton Rouge, Louisiana, United States Humana Full time

    Job Summary:The UM Administration Coordinator 2 contributes to the administration of utilization management at Humana. This role performs varied activities and moderately complex administrative/operational/customer support assignments.Key Responsibilities:Provides non-clinical support for policies and procedures ensuring best and most appropriate treatment,...

  • XOM-Administrative Assistant III

    2 weeks ago

    Baton Rouge, United States First Tek Full time

    This opportunity is on-site and is located at: 18440 Highland Road Baton Rouge, LA 70809 MAIN FUNCTIONS: Provides administrative support to a department or individual. Duties may include: typing, filing, answering phones, scheduling, calendaring, record keeping, coordinating meetings and conferences, obtaining supplies and/or sorting/distributing mail. May...

  • Administrative Assistant

    4 weeks ago

    Baton Rouge, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a long-term contract employment opportunity for an Administrative Assistant with our client in Baton Rouge, Louisiana. The role lies in the industry of administration and office support, where you will be responsible for a range of tasks, including handling customer service, data entry, and managing...