Project Coordinator

ZipRecruiter; Stafford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in process control and automation seeks an office administrative professional to manage sales orders and project documentation. The role requires strong organizational and communication skills, along with experience in office administration and project management. Ideal candidates will have a degree and proficiency in MS Office applications.

Qualifications

• 3+ years of office administrative or related experience.
• Strong knowledge of office administrative procedures.
• Excellent written and verbal communication skills.

Responsibilities

• Create sales orders and maintain project schedules.
• Monitor shipment schedules and updates.
• Assist with change orders and compliance documentation.

Skills

Communication

Organizational Skills

Problem Solving

Attention to Detail

Education

Associate or Bachelor’s degree

Tools

MS Excel

MS Word

PowerPoint

SharePoint

Job description

Job DescriptionJob Description

Company Description:

For over 75 years, Puffer-Sweiven has set the standard in equipment and services for process control, automation, safety, and reliability. We help process-intensive facilities run more efficiently and safely by delivering quality products, technical support, and knowledgeable staff to implement the needed process solutions — with the goal of exceeding customer expectations. Our dedication brings the most advanced products and services to our customers throughout the Central and Gulf Coast regions of Texas.

Specialties:

As a local Impact Partner of Emerson, we offer a broad base of superior solutions including the top product lines for a given application. Our specialties at Puffer-Sweiven include:

• Process Control & Safety Systems
• Control Valves & Regulators
• Isolation Valves & Actuation
• Oil & Gas Automation
• Reliability Solutions & Services
• Pressure Management
• Specialty Pumps & Rotating Equipment
• Instrumentation
• Maintenance & Repair Services

Duties and Responsibilities:

• Create sales orders for all new projects associated with the EPC Final Control Valve & Pressure Management team.
• Create accurate Sales Orders (SOs); at time of entry, according to instructions provided.
• Responsible for preparing and maintaining project and order schedules for both customer reports, and internal reporting.
• Responsible for distribution, tracking, and expediting of order and project documentation using established processes.
• Responsible for logging in Bid Requests and Revisions to Team Quote Log, and for posting Bid Documents to appropriate SharePoint sites.
• Monitor shipment schedules, provide schedule updates, schedule customer inspections, and serve as primary contact for expediting with the customer.
• Responsible for monitoring order backlogs and taking necessary action to close these out as shipments.
• Attend project meetings to record and distribute Minutes and Action Item Log; for e.g., hand-offs, kick-offs, status updates, lessons learned, etc.
• Maintain updated project folders with relevant documentation; for e.g., Scope, Schedule, SOs, Hand-off, Internal/External Kick-off, Change Orders, IFA/IFC packages, Lessons Learned, etc.
• Communicate to Sales Team any customer service issues that could potentially harm customer relations or jeopardize current or future business.
• Responsible for familiarization with the Puffer Export Compliance Policy. Responsible for documenting and flagging all projects needing compliance with the policy..
• Responsible for securing and maintaining Export Compliance documentation within SharePoint following established procedures.
• Assist with change orders with guidance from Sales Team.
• Enter repair and/or warranty orders following established procedures.
• Responsible for reviewing and taking corrective action on commission reconciliation, PONCs, and
• Responsible for providing suggestions to improve work process, including reduction in non-conformance, increased efficiency, profitability, hit-rate and customer satisfaction.
• Responsible for understanding Team Mission and Goals, and actively supporting them
• Responsible for following general office Protocol and procedures in carrying out assigned duties.

QUALIFICATIONS:

Education/Knowledge:

• Associate or Bachelor’s degree required. Technical or Project Management discipline highly .

Experience/Skills:

• 3+ year’s office administrative or related experience. Strong knowledge of office administrative procedures, use and operation of standard office equipment.
• Project Management experience a plus.
• Strong knowledge of various computer software applications including MS Excel, Word, PowerPoint, and SharePoint.
• Excellent written and verbal communication skills.

COMPETENCIES:

• Excellent multi-tasking and organizational skills.
• Strong attention to detail and follow-though.
• Strong ability and ambition to consistently meet deadlines.
• Solid analytical and problem solving skills.
• Problem-Solving: Capable of identifying and resolving issues related to order discrepancies or system errors.
• Time Management: Efficiently manage time to handle multiple orders and tasks simultaneously.
• Prioritization: Ability to prioritize tasks based on urgency and importance to ensure timely order fulfillment.
• Process Improvement: Ability to suggest and implement improvements to order processing workflows.
• Strong collaboration skills, proactive business approach and positive team player.
• Excellent customer service skills including the ability to develop rapport and trust with customers and other employees.
• Able to work without direct supervision and be a self-starter.
• Conflict Resolution: Skilled in resolving order-related issues and customer complaints diplomatically.