Administrative Assistant Project Coordinator

John H. Carter Company - Baton Rouge, LA

Full-time

Baton Rouge, LA

Fabricated Metal Product Manufacturing

About the position

The Administrative Assistant Project Coordinator at John H. Carter Company, Inc. is responsible for leading and managing communications for Predictive Maintenance (PdM) contracts and projects related to Machinery & Engine Solutions (MES). This role is essential for ensuring efficient project schedules and involves coordinating resources for both internal and customer-facing projects.

Responsibilities

• Lead and manage all internal and customer-facing communications for PdM contracts and projects.
• Serve as the primary point of contact for all communications related to MES offerings.
• Ensure clear, consistent, and effective communication with all necessary parties to maintain project timelines and deliverables.
• Coordinate projects involving any product offering currently in the MES Line Sheets, as well as any new future products.
• Oversee projects related to various reciprocating compressor and engine monitoring platforms.
• Manage projects of varying complexity and size, ensuring they are completed on time, within scope, and budget.
• Develop and maintain an efficient PdM schedule, ensuring all projects are aligned with customer needs and internal capabilities.
• Monitor project progress and adjust schedules as needed to accommodate changes and ensure project success.
• Participate in the internal hand-off from the sales phase to the execution phase; develop a list of hand-off deliverables from the sales team to the execution team.
• Create and maintain project schedules using Microsoft Project, including tracking total project deliverables, financial milestones, and key project timeframes.
• Define and prepare the project responsibility assignment matrix (RACI matrix).
• Assist Service and Project groups in personnel allocation according to project schedules.
• Help drive project execution internally and with customers to meet schedules and expectations.
• Lead conference calls and project meetings; provide meeting minutes and recap emails.
• Coordinate with Project Engineers/technicians for necessary project drawings/documentation.
• Liaise with panel department lead to ensure accuracy and quality in projects involving panels/enclosures.
• Assist in developing FAT procedures when needed.
• Collaborate with sales personnel for change order quotations and track orders.
• Maintain and update project schedules and financials weekly.
• Ensure team members have up-to-date documentation and provide lead time updates and hardware tracking.
• Resolve, trace, and escalate critical issues to management to minimize project risks.
• Communicate with clients, sub-contractors, and vendors to establish effective working relationships.
• Support the inside sales team to ensure invoicing timelines are met.
• Upload and organize all project documentation and files to the PSG Server.
• Report on project progress and communicate relevant information to superiors and management.
• Represent ControlWorx/John H Carter/Emerson professionally during all customer interactions.
• Provide quality control for all projects and take personal ownership of all projects and PdM contracts.
• Ensure all project deliverables have been provided.
• Confirm that all documentation is complete and backed up on the server.
• Ensure all invoices are issued and paid.
• Document lessons learned and report to management to help mitigate those in the future.
• Close project in time accounting.
• Develop Project Closing Feedback Surveys.
• Submit feedback surveys to customers and document results.
• Support Predictive Maintenance (PdM) Contract Management.

Requirements

• High School Diploma
• Associate's degree or equivalent from a trade school, community college, or similar two-year program in a relevant field such as Engineering Technology, Project Management, Industrial Maintenance, or a related discipline.
• Preferred bachelor's degree in engineering, Project Management, or a related field.
• Proven experience in project coordination, preferably within the industrial or engineering sectors.
• Strong understanding of DCS, PLC systems, and industrial process instrumentation.
• Excellent communication and interpersonal skills.
• Strong organizational and time-management skills.
• Ability to manage multiple projects simultaneously and work well under pressure.
• Proficiency in AMS software platforms are a plus.