Project Management Coordinator

Job Type

Full-time

Description

VADATECH PROVIDES EQUAL EMPLOYMENT OPPORTUNITIES (EEO) TO ALL EMPLOYEES AND APPLICANTS FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, RELIGION, CREED, GENDER, SEX, SEXUAL ORIENTATION, GENDER IDENTITY, GENDER EXPRESSION, NATIONAL ORIGIN, AGE, DISABILITY, GENETIC INFORMATION, MARITAL STATUS, SOCIO-ECONOMIC STATUS, AMNESTY, STATUS AS A COVERED VETERAN AND ANY OTHER CLASS PROTECTED BY APPLICABLE FEDERAL, STATE AND LOCAL LAWS. THE COMPANY COMPLIES WITH APPLICABLE STATE AND LOCAL LAWS GOVERNING NONDISCRIMINATION IN EMPLOYMENT IN EVERY LOCATION IN WHICH THE COMPANY HAS FACILITIES. THIS POLICY APPLIES TO ALL TERMS AND CONDITIONS OF EMPLOYMENT, INCLUDING HIRING, PLACEMENT, PROMOTION, TERMINATION, LAYOFF, RECALL, TRANSFER, LEAVES OF ABSENCE, COMPENSATION, AND TRAINING.

VADATECH IS AN EQUAL OPPORTUNITY EMPLOYER M/F/DISABILITY/VET

SUMMARY:

VadaTech, Inc. is aworld leader in the design and manufacturing of embedded computing solutions. Due to continued growth, we are seeking candidates for the position of Project Management Coordinator. The Project Management Coordinator provides administrative, customer-facing, and cross-divisional support to the Project Management Office (PMO). This role ensures accurate documentation, facilitates communication, processes customer orders, and supports finance and RMA activities. Acting as a central point of contact, the Project Management Coordinator helps keep projects organized, customers informed, and internal teams aligned.

RESPONSIBILITIES:

REASONABLE ACCOMMODATIONS MAY BE MADE TO ENABLE INDIVIDUALS WITH DISABILITIES TO PERFORM THE ESSENTIAL FUNCTIONS.

Project Coordination & Communication

• Facilitate communication between team members, stakeholders, and customers.
• Schedule meetings, document action items, and ensure information is disseminated effectively.
• Organize and attend meetings, take detailed minutes, and follow up on action items.
• Serve as a central point of contact for project-related inquiries.

Documentation & Reporting

• Maintain accurate and up-to-date project documentation.
• Prepare reports and provide regular updates to project managers and stakeholders.
• Ensure project activities comply with organizational policies and regulations.

Risk Support

• Support the identification of potential project risks and assist in developing mitigation plans.

Customer & Sales Support

• Process new orders with accurate and timely generation of sales orders.
• Provide order acknowledgements and confirm ship dates to customers.
• Inform customers of any shipping delays and provide alternative delivery dates as needed.
• Provide customer support related to order status and inquiries, facilitating information exchange between customers and internal teams.

Finance & Accounting Liaison

• Assist in managing bookings, billings, and backlog for designated accounts.
• Manage non-recurring engineering order line items, working with finance, sales, and PMO to track status and ensure invoicing.
• Maintain awareness of customer account aging and support finance/sales management with credit release issues that may prevent shipments.

RMA & Cross-Divisional Support

• Support Return Material Authorizations (RMA) processing for repair and attend RMA status calls.
• Work closely with satellite offices (domestic and international) as needed.
• Communicate with divisions, including Accounting, Production, Supply Chain Management/Planning, Logistics, RMA, and others.
• Assist Configuration Management in generating and controlling documentation, acting as a liaison to the sales team and PMO.

Requirements

QUALIFICATIONS AND EDUCATION REQUIREMENTS:

• Minimum of 3 years of relevant experience in project coordination, administrative support, or related field
• Bachelor's degree in business administration or related field preferred.
• High School Diploma or GED with relevant experience.
• Proficiency in ERP software (Epicor or SAP ERP experience preferred)
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, etc.)
• Strong organizational and time management skills
• Excellent written and verbal communication skills
• Attention to detail
• Adaptability and the ability to work in a fast-paced environment

ENVIRONMENT:

• Indoors/Engineering Labs/Manufacturing Floor

PHYSICAL DEMANDS

• Ability to sit and stand for extended periods of time.
• Required to wear Personal Protective Equipment (PPE) when working on the manufacturing floor, including, but not limited to, eye, ear, and foot protection.
• Ability to handle and lift objects weighing at least 25 lbs.

THE ABOVE INFORMATION ON THIS DESCRIPTION HAS BEEN DESIGNED TO INDICATE MANAGEMENT'S ASSIGNMENT OF ESSENTIAL FUNCTIONS AND LEVEL OF WORK PERFORMED BY EMPLOYEES WITHIN THIS CLASSIFICATION. IT IS NOT DESIGNED TO CONTAIN OR BE INTERPRETED AS A COMPREHENSIVE INVENTORY OF ALL DUTIES, RESPONSIBILITIES, AND QUALIFICATIONS REQUIRED OF EMPLOYEES ASSIGNED TO THIS JOB. NOTHING IN THIS JOB DESCRIPTION RESTRICTS MANAGEMENT'S RIGHT TO ASSIGN AND REASSIGN DUTIES AND RESPONSIBILITIES TO THIS JOB AT ANY TIME.

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