Administrative Assistant Project Coordinator

1 day 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.

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