Project Coordinator

Systematics International Ltd - Itasca, IL

Full-time

Itasca, IL

Miscellaneous Manufacturing

About the position

Systematics is a family-owned and operated small business located in Itasca, IL, specializing in the design and production of retail marketing solutions such as displays, signage, fixtures, and kiosks. We pride ourselves on providing full-service custom fabrication and printing resources tailored to the point of purchase trade. Our capabilities range from manufacturing simple plaques and trophies to complex multi-material retail displays, leveraging our extensive knowledge, experience, and expertise in the fabrication industry. We are currently seeking a high-energy Project Coordinator to support our Business Development Team. The Project Coordinator will play a crucial role in providing administrative support to the Sales team by coordinating and overseeing projects from inception to completion. This position requires ensuring that projects are completed in a timely manner, with high precision and quality, while adhering to allocated budgets. The Project Coordinator will be responsible for managing various aspects of project execution, including gathering quote information, organizing project details, creating task lists, determining material requirements, and assigning vendors. The role involves entering orders into our database, creating client and project profiles, and collaborating with different departments to manage project costs, production scheduling, and logistics coordination. The Project Coordinator will also track project progress, maintain communication with the sales and production teams, and ensure that timelines are met according to customer expectations. Quality checks will be performed throughout the manufacturing process to ensure that the final product meets customer standards.

Responsibilities

• Coordinate, manage, and follow projects from inception of purchase order to completion.
• Gather quote information and organize project details.
• Create task lists required for each project and determine material requirements and vendor assignments.
• Enter orders in the database and create client/project profiles.
• Work with various departments for project cost, creating prototypes, production scheduling, and logistics coordination.
• Track and manage projects from beginning to completion.
• Ensure project schedules are maintained and updated as necessary.
• Coordinate communication and meetings with sales, production, engineering, and purchasing teams.
• Review and approve or reject samples with the Account Manager and provide feedback to engineers for accuracy and quality.
• Coordinate with the Production Department on scheduling product manufacturing and expected completion dates.
• Communicate with Logistics on completed product shipments, including client preferences for delivery modes and locations.
• Provide consistent and thorough updates to the Account Manager on the status of respective projects.
• Create task lists for each project received and maintain a tracker via MS Excel.
• Perform quality checks during manufacturing and on completed products to ensure they meet customer expectations.
• Maintain costing and track project variances to ensure timelines are achieved for project completion.

Requirements

• Associates degree or above is a plus.
• Minimum of 2 years of project coordination experience required.
• At least 3 years of administrative duties experience strongly desired.
• Experience with MS Excel required and project management software (e.g., JobBOSS) is a plus.
• Knowledge and understanding of Adobe Illustrator and PDF required.
• Knowledge of plastics, woods, and printing is highly preferred.
• Organized, methodical, and detail-oriented.
• Effective communication skills - oral and written.
• Strong ability to multi-task and prioritize tasks/projects.
• Highly motivated, passionate, and a self-starter.

Nice-to-haves

• Experience with project management software such as JobBOSS.
• Knowledge of plastics, woods, and printing.