Project Coordinator

Engineered-Systems; Winston-Salem (NC); On-site; USD 42,000 - 64,000; Full time

Job summary

Engineered-Systems in Winston-Salem area is seeking a Project Coordinator to drive projects from setup to closeout, coordinating Engineering, Sales, and Installation to meet customer expectations on time and on budget. The role includes preparing documentation, coordinating site surveys, and tracking progress for multiple concurrent jobs.

The ideal candidate excels in MS Word/Excel, project management, and cross-functional communication.

Qualifications

• Experience coordinating complex projects in manufacturing or construction settings.
• Ability to track budgets, schedules, and documentation.
• Strong communication and teamwork.

Responsibilities

• Coordinate site surveys to verify dimensions, access, and customer requirements.
• Set up coordination meetings between Engineering, Sales, and Electrical.
• Track progress and manage schedules to ensure on-time project completion.
• Prepare and maintain project documentation including quotes, POs, and drawings.
• Assist with procurement, fabrication, and installation planning as needed.

Skills

Microsoft Word

Microsoft Excel

Project management

Time management

Communication skills

Job description

Project Coordinator, Winston Salem area

• Job Description: The goal of a Project Coordinator is to run a sales project such that the job finishes to the customers satisfaction, on time, and on budget. The steps in this process are generally outlined below:

  1. Job Setup: After receiving project files form Engineering

     1. Set up a coordination meeting between, Engineering, Sales, and Electrical. Review all aspects of job including budget, equipment specifications, site layout and access needs, timing and required personnel.

     2. Order long lead time components with Sales approval.

     3. Coordinate a site survey to verify building dimensions, area access, and customer requirements

     4. Order remaining components based on input from Electrical department , Engineering, and fabrication drawings

     5. Fill out and provide electrical with crane build sheets from the project management form

     6. Schedule fabrication and installation with the corresponding fabrication and install managers based on ship dates from component order acknowledgements, and customer timeline requirements

     7. All project documentation including quotes, POs , Order Acknowledgements, and signed drawings shall be kept in the project file either on the All drive or in CRM

  2. Project Management:

     1. Push customer / sales for signed approval drawings

     2. Attend weekly Project Management meetings

     3. Review fabrication drawings to ensure the structure fabricated will fit together in the field (this is a secondary check to the Engineering manager)

     4. Track packaged goods shipments and deliveries

     5. Pull install materials/hardware, and required rigging

     6. Schedule freight with the shop manager to include a detailed Bill of Lading with request

     7. Schedule Rentals and Hotels as needed at least 3 days prior to the start of installation

     8. Provide a detailed job packet for the installers including all drawings, hotel information, site specific/customer details, load test form, start-up inspection forms, etc.

  3. Installation Phase:

     1. Some projects may require being onsite with the installers at the start of a project or at different phases throughout the project

     2. Get at a minimum daily progress reports to determine if the project will be completed on time and to communicate back through the salesman to the customer

     3. Track down any missing parts, rentals, or other items as quickly as possible to support the installers.

     4. Equipment required to install the job efficiently as communicated by the lead installer should be provided with minimal regard to original budget.

     5. Set up load test according to install progress

  4. Job Close Out:

     1. Supply completed load test certificates to Sales/Customer

     2. Invoice project according to terms schedule throughout the project.

     3. Add any miscellaneous material costs, mileage costs, and per diem costs to the job via Purchasing

     4. Call off all rental equipment

     5. Assemble and provide O&M manuals for the customer.

     6. Run a final Work Detail Transaction Report to determine profit and loss on the materials and labor lines

     7. Complete a install issue email if there were any issues causing project delays or caused ESI to miss a key deliverable (cost, time, quality)

• Key performance areas include but are not limited to:

  1. Build relationships with Installers

  2. Proper storage of Project files

  3. Experience with computer-based skills such as Microsoft Word and Excel.

  4. Project and time management

  5. Good communication skills both verbal and written

• Other duties as assigned including but not limited to assisting sales, maintenance and customer shutdowns on an as needed basis.

• Must work with others in a high-speed and high-volume production environment to effectively support fabrication and install functions. Demonstrate competence and a high skill level in the troubleshooting and diagnosis of a variety of material inventory issues and delays.

• Communication & customer service skills required. Ideal candidate will be able to work effectively in both a team environment and individually. Will require constant coordination with Engineering, Purchasing, Project Management, Distribution, and Fabrication/Install.

• M - F work schedule 7AM – 4PM or as needed.