Project Coordinator / Project Administrator

Position Summary:

Supervisory Responsibility:

Key responsibilities of this position include:

• Primary customer interface / contact on all assigned projects.
• Verify all incoming Purchase Orders (POs) against scope, budget, and contractual terms to ensure all proposal details are clearly defined before execution.
• Ensure the overall project is executed as per the customer PO and IMI guidelines: order receipt through warranty; contract performance, technical compliance, customer satisfaction; schedule, documentation requirements, and holding project team accountable for project performance.
• Ensure successful order execution through coordinating between multiple departments of Engineering, Quality Assurance, Procurement, Production, Shipping, Finance & Progress Billings towards achieving on-time delivery, contract compliance and targeted profitability.
• Track and coordinate the ordering, delivery, and receipt of all materials and services required for the project, ensuring alignment with the PO budget and timeline.
• Manage and facilitate communications with the customer to resolve technical and commercial issues, convey project progress on a routine basis, and negotiate commercial contract modifications as required.
• Coordinate project team involvement and participation at customer’s pre-award meetings, kick-off meetings, lessons-learned meetings, progress meetings and factory inspections.
• Manage and communicate project status, revenues, cost, and gross margin forecasts, as well as identify and proactively manage risks throughout project life cycle.
• Review vendor / inter-company bids for engineered / buyout products against scope, quality, performance, cost, and schedule requirements.
• Prepare and compile project documentation as per customer PO by coordinating with internal teams for the supporting documents and as per customer document list.
• Maintain a complete, organized, and compliant project file for each PO, including contracts, amendments, status reports, change orders, and final sign-offs.
• Coordinate third party and regulatory inspections of finished, or in-process goods for inspection purposes.

Required Skills:

• Valve industry experience and knowledge including familiarity with industry codes and standards.
• Familiarity with valve industry project management protocols and best practices.
• Knowledge of Oil & Gas CRM tools preferably Salesforce / IFS / leading EDMS & Microsoft Office.
• Knowledge of international shipping, customs and tariff protocols.
• Good skills in multi-tasking various large-scale projects simultaneously.
• Flexible in working in multiple time zones as per project requirements.

Educational Qualification and Experience:

• Bachelor’s degree in any discipline, but good knowledge in Procurement, Supply Chain & Project Management fields.
• 3 to 4 years’ work experience in the valve and / or process control industry, or in a related engineering and manufacturing industry.
• Experience in managing a multi-disciplined project team: engineering, quality control, procurement, manufacturing, cost estimating, delivery / billing, and contract management.
• Experience working with custom-engineered, manufactured products for the valve / process control industry.
• Proficient in business and project management software (MS Office, MS Project).

Communication Skills:

• Fluency in English (both verbal & writing).
• Good email and telephone etiquette.
• Ability to effectively present information to management and customers.