Project Coordinator

John Carter - Baton Rouge, LA

Full-time - Entry Level

Baton Rouge, LA

Specialty Trade Contractors

About the position

The Project Coordinator will play a crucial role in managing and coordinating various projects related to the MES (Monitoring and Evaluation Services) offerings. This position requires a strong focus on communication management, ensuring that all internal and customer-facing communications are effectively handled. The Project Coordinator will serve as the primary point of contact for all communications related to PdM (Predictive Maintenance) contracts and projects, ensuring that all necessary parties are kept informed to maintain project timelines and deliverables. In terms of project coordination, the individual will oversee projects involving a range of product offerings from the MES Line Sheets, including new future products. The role involves managing projects of varying complexity and size, ensuring they are completed on time, within scope, and within budget. The Project Coordinator will develop and maintain an efficient PdM schedule, aligning all projects with customer needs and internal capabilities. Monitoring project progress and adjusting schedules as necessary will be key to ensuring project success. The Project Coordinator will also support project planning by participating in the internal hand-off from the sales phase to the execution phase, developing a list of deliverables from the sales team to the execution team. They will create and maintain project schedules using Microsoft Project, track total project deliverables, financial milestones, and key project timeframes, and prepare the project responsibility assignment matrix (RACI matrix). In terms of project execution support, the Project Coordinator will assist service and project groups in personnel allocation according to project schedules, drive project execution internally and with customers, lead conference calls and project meetings, and coordinate with project engineers and technicians for necessary project documentation. They will also liaise with the panel department lead to ensure accuracy and quality in projects involving panels and enclosures, assist in developing FAT (Factory Acceptance Test) procedures, and collaborate with sales personnel for change order quotations. The role requires maintaining and updating project schedules and financials weekly, ensuring team members have up-to-date documentation, and resolving critical issues to minimize project risks. The Project Coordinator will communicate with clients, sub-contractors, and vendors to establish effective working relationships and support the inside sales team to ensure invoicing timelines are met. Additionally, they will upload and organize all project documentation and files to the PSG Server, report on project progress, and represent ControlWorx/John H Carter/Emerson professionally during all customer interactions. Finally, the Project Coordinator will ensure all project deliverables are provided, confirm that all documentation is complete, issue and ensure payment of all invoices, document lessons learned, and close projects in time accounting. They will also develop project closing feedback surveys and submit feedback surveys to customers, documenting the results to support continuous improvement.

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.
• 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 and submit feedback surveys to customers and document results.

Requirements

• Strong understanding of DCS, PLC systems, and industrial process instrumentation.
• Proven experience in project coordination, preferably within the industrial or engineering sectors.
• 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.

Nice-to-haves

• Proficiency in AMS software platforms are a plus.
• Bachelor's degree or better in Engineering or related field.