Project Coordinator

API Heat Transfer; Buffalo (NY); On-site; USD 60,000 - 70,000; Full time

Benefits offered by this job

Health & welfare benefits

401(k)

PTO

Developmental opportunities

Job summary

API Heat Transfer is seeking a Junior Project Manager to act as a key liaison between internal departments and external stakeholders, assisting Project Managers with documentation, production expediting, compliance, and customer communications.

Ideal candidates have 1–3 years in manufacturing or engineered-to-order environments, strong organizational skills, and proficiency with Microsoft Office. Join a team that values growth, quality, and collaborative problem-solving.

Qualifications

• Bachelor's degree or equivalent experience in engineering, business, or technical field.
• Strong organizational and time management skills.
• Excellent communication and interpersonal skills.
• Proficiency with Microsoft Office.
• ERP/CRM experience preferred.
• Familiarity with technical drawings, inspection processes, or pressure equipment codes is a plus.

Responsibilities

• Manage and coordinate project documentation, approvals, and data sheets.
• Support production expediting and coordination between management and manufacturing teams.
• Coordinate witness and hold-point inspections with customers and QA teams.
• Provide regular project updates to stakeholders and maintain professional communication.
• Assist with foreign registration documents and ensure compliance with international standards.
• Support day-to-day project administration including risk tracking and file management.

Skills

Organizational skills

Time management

Communication

Microsoft Office

ERP/CRM experience

Technical drawings familiarity

Education

Bachelor's degree or equivalent in engineering, business or technical field

Tools

ERP/CRM

Job description

API Heat Transfer is looking for people who enjoy being part of transformation. We have a new mission, new leaders, and are accelerating our path to Lean Cultural Change. Our Engineering Team continues to be one of the best in the industry. If you like to fix things, and want to be part of a new API, we'd love to talk to you about our Project Coordinator!

At API we take our culture transformation seriously! To help find the best fit for our positions and organization, we ask that you complete our 10 minute Culture Index Survey. Simply follow the link after submitting your application to help us use our interview time to dive deeper into your job behaviors and work history.

What We Offer You:

• Opportunity to learn from and contribute to a premier, global engineering team!
• Be part of leading-edge technology for the heat transfer industry
• Ability to impact customers across multiple industries
• Full health & welfare benefits, 401(k), PTO, and developmental opportunities!
• Pay range Min: $60,000- Max: $70,000

What You Will Do:

The Junior Project Manager acts as a project coordinator to support and act as a key liaison between internal departments and external stakeholders, assisting Project Managers in the coordination of technical documentation, production expediting, compliance activities, and customer communications. This position is ideal for someone with strong organizational skills, technical acumen, and a collaborative mindset

Document Control & Customer Approvals

• Manage and track customer approval documents (P&IDs, GAs, data sheets, ITPs, etc.)
• Coordinate document submissions, revisions, and resubmittals to meet contract schedules
• Collaborate with engineering and quality teams to ensure timely and accurate deliverables

Production & Shop Expediting Support

• Serve as the primary liaison between Project Management and manufacturing teams
• Monitor production milestones, material readiness, and fabrication progress
• Coordinate daily with shop expeditors to identify and mitigate delays

Inspection Coordination

• Schedule and coordinate witness and hold-point inspections with customers, third-party inspectors, and internal QA teams
• Ensure documentation, inspection readiness, and test packages are prepared in advance
• Track inspection outcomes and manage any follow-up actions or NCRs

Customer-Facing Communication

• Provide regular project updates to customers on documentation, manufacturing, and shipment status
• Support Project Managers during client meetings and conference calls
• Manage follow-up items and maintain professional communication standards

Foreign Registration & Compliance Support

• Assist with submission and tracking of foreign registration documents (CRN, GOST, PED, etc.)
• Coordinate with engineering and compliance teams to ensure adherence to international standards

Project Support & Administration

• Assist Project Managers with day-to-day activities including schedule updates, risk tracking, and action item follow-up
• Maintain project files, reports, and customer dashboards as required
• Contribute to internal process improvements and cross-functional collaboration

What you will bring:

• Bachelor's degree or equivalent experience in engineering, business, or technical field
• 1-3 years of experience in a manufacturing, industrial, or engineered-to-order environment
• Strong organizational and time management skills
• Excellent communication and interpersonal skills
• Proficiency with Microsoft Office
• ERP/CRM experience preferred
• Familiarity with technical drawings, inspection processes, or pressure equipment codes is a plus

Equal Employment Opportunity: All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are an individual with a disability and require a reasonable accommodation to complete any part of the application process, or are limited in the ability or unable to access or use this online application process and need an alternative method for applying, you may contact API Heat Transfer at [phone] for assistance.