Engineering Coordinator I - 1st Shift

NOW Health Group INC; Bloomingdale (IL); On-site; USD 52,000 - 68,000; Full time

Job summary

NOW Health Group INC. is seeking an organized Administration Coordinator to support Maintenance/Engineering. This role handles project lifecycle docs, cost control, and scheduling, while keeping electronic files current and coordinating vendor activities.

The position requires an associate degree and 2 years in project coordination or related roles; a bachelor’s is preferred. Proficiency in MS Office and Oracle is expected, with CAPM/PMP preferred.

Qualifications

• Associate’s degree in business administration, management, or a related field and 2 years of experience in project coordination, project management roles or related fields or equivalent combination of education and experience.
• Bachelor’s degree preferred.
• Project management certifications: CAPM, PMP or similar preferred.
• Working Knowledge of project management tools
• Intermediate-level Microsoft Word, PowerPoint and Excel skills required.
• Oracle experience preferred.

Responsibilities

• Develops and upkeeps standardized project lifecycle documents and activities, including standardized project approval package, cost control, scheduling, closeouts, etc.
• Uses project management tools to maintain updated ongoing projects portfolio status and progress report to be shared with stake holders.
• Helps project managers in monitor progress against deadlines and identifying and communicating project risks on a timely manner, helping project team members complete project tasks and produce deliverables.
• Ensures project files are complete and up to date. Interacts with project manager in the periodic review of project file upkeeping, including proposals, contracts, cost controls, drawings, equipment manuals etc.
• Works with project managers to ensure electronic project files/records are kept and updated for all ongoing project work.
• Use project management tools, Excel files etc. in support of NHG Capital Plan documents and activities.
• Assists on the gathering and analyzing of information for project development, such as production, planning and financial data necessary for scope development.
• Supports scheduling stakeholder meetings and facilitating communication between the project manager and stakeholders throughout the project life cycle.
• Maintains and organizes department preventive maintenance files including machine manuals, catalogs and service contracts/agreements.
• Research information for parts and services and compiles vendor information.
• Develops and maintains a master contract file and ensures service contracts costs and due dates are visible.
• Develops and maintains a master list of special maintenance projects and tasks.
• Assists with maintaining inventory of Maintenance Shop supplies.
• Fills in for Maintenance Planner on Mechanical Store Purchases when needed.
• Coordinates vendor and contractor visits to the sites, ensuring visitor guidelines are followed.
• Coordinates adding new vendors to master vendor list (including obtaining Certificates of Insurance and W-9's) as needed.
• Orders parts and supplies for the department and coordinates timely delivery of these items. Enters orders into Oracle.
• Plans and prepares materials for department plant communications, recognition and other events.
• Assists with tracking and maintaining recurrent department activities such as SOP and Safety Training, Safety Activity Cards, Employee Surveys, etc.
• Complies with safety and GMP requirements.

Skills

Project coordination

Project management

Scheduling

Data analysis

Vendor coordination

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Education

Associate’s degree in business administration or related field

Bachelor’s degree preferred

CAPM / PMP certifications preferred

Experience with project management tools

Oracle experience preferred

Tools

Oracle

Microsoft Excel

Microsoft Word

Microsoft PowerPoint

Job description

Performs a variety of administrative responsibilities for the Maintenance/Engineering department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Project Support:

• Develops and upkeeps standardized project lifecycle documents and activities, including standardized project approval package, cost control, scheduling, closeouts, etc.
• Uses project management tools to maintain updated ongoing projects portfolio status and progress report to be shared with stake holders. Helps project managers in monitor progress against deadlines and identifying and communicating project risks on a timely manner, helping project team members complete project tasks and produce deliverables.
• Ensures project files are complete and up to date. Interacts with project manager in the periodic review of project file upkeeping, including proposals, contracts, cost controls, drawings, equipment manuals etc.
• Works with project managers to ensure electronic project files/records are kept and updated for all ongoing project work.
• Use project management tools, Excel files etc. in support of NHG Capital Plan documents and activities.
• Assists on the gathering and analyzing of information for project development, such as production, planning and financial data necessary for scope development.
• Supports scheduling stakeholder meetings and facilitating communication between the project manager and stakeholders throughout the project life cycle.

Maintenance Support:

• Maintains and organizes department preventive maintenance files including machine manuals, catalogs and service contracts/agreements.
• Research information for parts and services and compiles vendor information.
• Develops and maintains a master contract file and ensures service contracts costs and due dates are visible.
• Develops and maintains a master list of special maintenance projects and tasks.
• Assists with maintaining inventory of Maintenance Shop supplies.
• Fills in for Maintenance Planner on Mechanical Store Purchases when needed.

General Support:

• Coordinates vendor and contractor visits to the sites, ensuring visitor guidelines are followed.
• Coordinates adding new vendors to master vendor list (including obtaining Certificates of Insurance and W-9's) as needed.
• Orders parts and supplies for the department and coordinates timely delivery of these items. Enters orders into Oracle.
• Plans and prepares materials for department plant communications, recognition and other events.
• Assists with tracking and maintaining recurrent department activities such as SOP and Safety Training, Safety Activity Cards, Employee Surveys, etc.
• Complies with safety and GMP requirements.

SAFETY RESPONSIBILITY STATEMENT

Supports a culture of safe production and exhibits safe work practices. Actively participates in the safety program by engaging in safety activities. Effectively provides and accepts constructive peer-to-peer feedback on safety performance. Adheres to policies, procedures, SOP’s, safe work practices, and safety policies and procedures. Reports ALL workplace incidents to supervisor immediately. Communicates concerns to supervisor, reports hazards, and provides input on prevention. Properly uses, wears, and stores Personal Protective Equipment when required. Participates on safety teams and/or completes safety-related activities as part of regular job responsibilities.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

• Associate’s degree in business administration, management, or a related field and 2 years of experience in project coordination, project management roles or related fields or equivalent combination of education and experience.
• Bachelor’s degree preferred.
• Project management certifications: Certified Associate in Project Management (CAPM), project management professional (PMP) or similar preferred.
• Working Knowledge of project management tools
• Intermediate-level Microsoft Word, PowerPoint and Excel skills required.
• Oracle experience preferred.

PERFORMANCE ABILITY

Strong administrative skills, including ability to create and update spreadsheets and reports. Intermediate skill level in Microsoft Outlook, Word, Excel and PowerPoint is required, as well as the ability to synthesize data and put it into reports. Strong collaboration and interpersonal, verbal, and written communication skills are needed to work effectively with others. Ability to communicate effectively with others, including strong active listening skills; excellent attention to detail and proofreading skills; and demonstrated high quality of work. Strong time management skills; ability to prioritize, organize projects, and calmly handle multiple tasks simultaneously and independently in a fast-paced environment. Maintains confidentiality of data. Demonstrates a strong sense of urgency and flexibility to change tasks frequently as business requires. Leads by example, act as a role model, models NOW’s core values, tenets, and servant leadership, and assumes responsibility for actions. Consistently follows all company policies and procedures, including all safety policies and procedures.

JUDGEMENT

Ability to make good decisions, exhibit sound and accurate judgment, include appropriate people in the decision-making process and make timely decisions. Must maintain confidentiality of data and information.

ORGANIZATIONAL SKILLS

Ability to prioritize and plan work activities, integrate change smoothly, work in an organized manner, and develop and prioritize practical goals and strategies.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to communicate effectively, speak clearly, listen, and get clarification. Ability to respond to requests and questions professionally and promptly.

MATHEMATICAL SKILLS

Ability to perform basic math calculations of addition, subtraction, multiplication and division and to calculate figures and amounts such as postage, weights, proportions and percentages.

REASONING ABILITY

The ability to identify problems promptly, gather and analyze information skillfully, and develop alternative solutions is essential. The ability to offer workable solutions to issues is also essential.

OTHER SKILLS AND ABILITIES

• Ability to work off shifts and weekends as business needs require.

PHYSICAL DEMANDS

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this job, the employee is regularly required to work at a desk on a computer. The employee is frequently required to communicate in person, by email, and by telephone. The employee is occasionally required to move from place to place within the facility or outside travel. The employee is occasionally required to ascend and descend steps within the facility. The employee will occasionally lift and/or move up to 25 pounds. Specific vision abilities this job requires include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here represent those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

When on the Production floor:

• Exposed to herbal aromas, dust, and/or airborne particles, some classified as allergens or irritants.
• Exposure to ingredients (powders and liquids), mixes (powders and liquids), equipment, and packaging.
• Exposed to all the FDA designated major food allergens (Milk, Eggs, Fish, Crustacean shellfish (e.g., crab, lobster, shrimp), Tree nuts (e.g., almonds, walnuts, pecans) except for peanuts, Wheat and Soybeans, Sesame).
• The noise level in the work environment is usually moderately loud, and in some areas where louder hearing protection is required.

May be required to travel to different facilities.