Project Coordinator

Thermon Industries, Inc; Oakville; On-site; CAD 70,000 - 90,000; Full time

Job summary

Thermon Canada Inc. is seeking a Project Coordinator to support the Manager in delivering regional projects. You will be the main customer contact from contract award through final deliverables, coordinating internal activities and ensuring timely communication and documentation.

The role requires planning, risk assessment, and collaboration with engineering, finance, and operations to manage milestones, budgets, and change orders, ensuring customer satisfaction and contract success.

Qualifications

• University degree/College diploma in an engineering discipline.
• At least 5 years of demonstrated experience in supporting the execution of projects for external clients; PMP designation is an asset.
• Excellent written and verbal communication skills; ability to work within all levels of the organization to gain support for the successful completion of projects.
• Proficiency in managing multiple priorities in a fast-paced environment.
• Customer service skills are key to the success of this role; managing customer expectations, timely resolution of issues, change orders.

Responsibilities

• Work with the Manager to develop a project plan/schedule upon transfer of the contract from sales.
• Identify critical path tasks and perform risk assessments; develop strategies and contingency plans.
• Coordinate all contract deliverables and ensure ERP entries are accurate.
• Act as main customer contact; facilitate kick-off meetings and provide progress reports.
• Manage project budgets and schedule; monitor costs and flag potential overruns.
• Chair internal status meetings and coordinate with department heads to meet commitments.

Skills

Communication skills

Project coordination

Team coordination

Customer service

Education

Engineering degree or diploma

Tools

MS Project

Excel

Job description

We Are

Thermon Canada Inc. is a World leader in Process heating systems. We are currently experiencing rapid growth due to global expansion.

We design and manufacture heating and filtration systems for the Energy sector primarily Oil, Gas, Nuclear and process heating applications.

Thermon has an established record of innovation and excellence. We recognize this is only possible with the hard work and dedication of our employees. We strive to maintain a dynamic and diverse workforce.

We offer environments where collaboration, mentoring and professional growth are encouraged. Ideal candidates for our team will recognize the value of being a part of an organization that not only provides a competitive wage but that also promises a great career.

The Role

The Project Coordinator is responsible for supporting the Manager on successful execution of projects within the region/location. The project coordinator will be assigned projects by the manager and will act as the main point of contact for the customer during the execution of the contract. The Project Coordinator will be responsible for coordinating all internal activities from contract award, through to the final deliverables of the order.

What You Will Do

• Work with the Manager to develop a project plan/schedule upon transfer of the contract from sales. Identify critical path tasks and perform risk assessments, develop strategies and contingency plans to overcome risks.
• Perform contract reviews
  • Identify all project deliverables (Scope of supply, engineering deliverables, documentation requirements, quality certification requirements, billing requirements, etc.).
  • Ensure all material scope of supply and financial dimension have been correctly captured onto the ERP system.
  • Review and identify special terms and conditions of the contract.
  • Work with finance to furnish Letter of Credits, Warranty Bonds/Performance Bonds as required by the project contract.
  • Understanding contractual terms and conditions, identifying areas of liability and exposure to the organization (Liquidate Damages, special warranty terms, delivery terms, insurance requirements, lien releases, etc.).
  • Review and understand delivery terms, prepare and facilitate all project specific shipping documents per the contract requirements.
• Customer Contact and communication.
  • Point contact for the customer.
  • Facilitate project kick-off meetings with the customer
  • Generate progress reports as required by the contract.
  • Attend and facilitate monthly/weekly project update status calls with the customer, invite/coordinate required resources as required to support.
  • Ensure timely responses are provided to customer inquiries and concerns to ensure high level of customer satisfaction.
• Project Budget and Schedule.
  • Prepare and update project schedules.
  • Review project budgets and monitor project costs.
  • Advise project contract manager of potential cost over-runs and work with the project contract manager and operations manager to devise a recovery plan.
  • Review project Schedule and advise the project contract manager and operations manager on schedule slippages, facilitate completion of critical path tasks with the process owners to maintain/recover schedule.
• Chair internal project status/update meetings, work with all department heads of the organization to ensure project commitments are met by the responsible departments/process owners. Track day to day project execution work and engage in supporting project recovery plans when project slippages occur.
• Identify Project billing terms. Monitor project billing milestones, generate progress invoices upon completion of milestones. Generate and issue project invoices. Advise the manager of project management on potential credit issues to withhold shipment. Support finance on collection calls. Provide finance with project input on aging AR accounts.
• Manage project change orders (change of scope, expediting fees, design changes, etc.). Work with the Manager on evaluating change order costs and schedule impact. Communicate change orders to the customer and negotiate cost impacts. Provide direction to engineering to proceed with scope changes based on customer change order agreement. Follow organization procedures and policy for change order management.
• Work with Engineering to ensure customer technical queries are answered within a reasonable period. Organize and chair conference calls/customer visits as required to overcome design issues and specification interpretation issues with the customer. Ensuring customer drawing and document comments are addressed in a timely fashion to customer satisfaction. Work with engineering and quality to ensure contract VDRL/SDRL/SDS documents are submitted at project close and per the contract schedule.
• Assist the Manager in setting weekly priorities on deliverables from Engineering and Quality.
• Organize and host Customer FAT/FAI visits, generate and track open punch list items to completion from the responsible departments/process owners.
• Quote and Schedule customer commissioning/start-up support visits. Ensure all site-specific health & Safety requirements, training certificates and PPE are obtained and communicated to site support team.
• Manage travel request authorizations according to company policy. Review and approve expense reports.

Knowledge & Qualifications

• University degree/College diploma in an Engineering discipline (mechanical, electrical, industrial, chemical)
• At least 5 years of demonstrated experience in supporting the execution of projects for external clients; PMP designation is an asset
• Excellent written and verbal communication skills; ability to work within all levels of the organization to gain support for the successful completion of projects
• Proficiency in managing multiple priorities in a fast-paced environment
• Customer service skills are key to the success of this role; managing customer expectations, timely resolution of customer issues/concerns, advance notification of schedule slippages, negotiating and reaching amicable agreement on change orders
• Ability to read mechanical or electrical drawings
• Working knowledge of MS Project and Excel