Senior Project Coordinator

2 weeks ago

Houston, United States WeldFit Full time

The Senior Project Coordinator will track and distribute key information needed to execute projects effectively and efficiently. The successful candidate will support the project manager by overseeing administrative tasks, communicating with project stakeholders, and ensuring resource availability. The person in this role will collaborate with customers, suppliers, and internal teams to deliver expected results.

Duties/Expectations:

Order Receipt

  • Facilitate document creation (weld procedures, ITP, etc.) required for approval
  • Update build sheet and order verification (OV) document, as needed, for the duration of the order
  • Advise production control to create job in firm status so the job shows up on reports
  • Advise production control if any stock material items identified during bid phase need to be allocated to the job
  • Review customer orders entered into the system for accuracy prior to release to the project team

Engineering Phase

  • Maintain metric on engineering/drawing turn-around times (track start/end, etc.)
  • Maintain engineering schedule (release, GAs received, GAs sent to customer, customer approved, production drawing released, etc.)
  • Submit GA drawings to customer for approval
  • Follow up with customer during approval phase to maintain schedule
  • Upon receipt of approved drawings, release to Engineering to create production drawings
  • Release production drawings to production control once Engineering completes them

Production Control

  • Ensure part numbers in Syteline on customer order match drawing, as needed
  • Release job order to the project execution team

Procurement Phase

  • Provide bill of material (BOM) to the purchasing team
  • Answer questions from buyers regarding whether a specification required
  • Maintain procurement tracking spreadsheet for purchase orders
  • Assist project manager in make/buy decisions needed to create outsourced item purchase orders
  • Follow-up with purchasing regarding status of purchase orders (i.e. POs to be placed, past due POs, etc.)

Manufacturing Phase

  • Maintain due dates on customer order lines in the ERP system (Syteline)
  • Facilitate sending equipment to paint
  • Facilitate equipment testing
  • Liaise with necessary departments regarding issues and any necessary re-work

Quality

  • Fields customer questions regarding quality (documentation, procedures, etc.)
  • Tracks down documentation required to be submitted (weld procedures, NDE procedures, etc.)
  • Facilitates material testing above and beyond normal (i.e. HIC)
  • Handles issues that come up during third party inspections
  • Coordinate in-process inspection witness/hold points with the quality department

Change Orders

  • Facilitate engineering evaluation of requested change if required
  • Prepare change order document to be sent to the customer
  • Facilitate customer approval of change order
  • Update project order documentation maintained by PM as needed after change order is approved (OV, Sales Force Order, Syteline Customer Order Lines)
  • Facilitate updates to remaining project order documentation as applicable (i.e. job order lines, ITP, GA/production drawings)
  • Notify accounting of change order to trigger invoicing as needed

Pre and Post Shipment

  • Ensure ship to address is correct in system
  • Schedule shipment with customer (FA)
  • Work with customer’s logistics group for larger shipments handled by customer
  • Ensure all documentation is secured for international shipments
  • Provide customer requested shipment particulars (weights, dims, etc.)
  • Field customer questions and requests after shipment

Accounting

  • Trigger/notify Accounting on milestone invoicing timing
  • Maintain milestone invoice schedule for applicable orders
  • Coordinate with internal groups for back-up documentation required for invoicing milestones

Project Communication and Administration

  • Administrative and clerical duties as needed by manager.
  • Communicate project status to the customer as required
  • Assist project manager with project related communications to customers as necessary.
  • Request and submit approval documentation to customer prior to production and communicate customer comments to the applicable project team members
  • Create and maintain required internal tracking schedules using appropriate tools and methods.
  • Monitor critical path components and subcontract processes within the project schedule. Escalate items to management as necessary.
  • Assist the project manager in developing project schedules as required
  • Generate and maintain a list of open actions from each production / status meeting and distribute to the project team.
  • Follow-up on open actions directly with team members. Escalate items to management as necessary.
  • Create project status reports for management and project stakeholders
  • Prepare project meeting materials
  • Communicate project status to project stakeholders using appropriate tools

Experience Levels:

  • 3-years of prior experience in similar job

Physical Requirements:

  • Able to sit and type for long periods of time

Education/Experience Requirements:

  • College Degree or equivalent experience in the Oil and Gas industry
  • Prior experience with a pipeline products manufacturing environment is a plus
  • Ability to Multi-task

Required Skills:

  • Oral Communication Skills
  • Written Communication Skills
  • Interpersonal Communication Skills
  • Customer Service
  • Time Management
  • Professionalism
  • Microsoft Excel

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