Job Description:

The Senior Project Coordinator will track and distribute key information needed to execute projects effectively and efficiently. The successful candidate will support the project manager by overseeing administrative tasks, communicating with project stakeholders, and ensuring resource availability. The person in this role will collaborate with customers, suppliers, and internal teams to deliver expected results.DutiesExpectations:Order ReceiptFacilitate document creation (weld procedures, ITP, etc.) required for approvalUpdate build sheet and order verification (OV) document, as needed, for the duration of the orderAdvise production control to create job in firm status so the job shows up on reportsAdvise production control if any stock material items identified during bid phase need to be allocated to the jobReview customer orders entered into the system for accuracy prior to release to the project teamEngineering PhaseMaintain metric on engineeringdrawing turn-around times (track startend, etc.)Maintain engineering schedule (release, GAs received, GAs sent to customer, customer approved, production drawing released, etc.)Submit GA drawings to customer for approvalFollow up with customer during approval phase to maintain scheduleUpon receipt of approved drawings, release to Engineering to create production drawingsRelease production drawings to production control once Engineering completes themProduction ControlEnsure part numbers in Syteline on customer order match drawing, as neededRelease job order to the project execution teamProcurement PhaseProvide bill of material (BOM) to the purchasing teamAnswer questions from buyers regarding whether a specification requiredMaintain procurement tracking spreadsheet for purchase ordersAssist project manager in makebuy decisions needed to create outsourced item purchase ordersFollow-up with purchasing regarding status of purchase orders (i.e. POs to be placed, past due POs, etc.)Manufacturing PhaseMaintain due dates on customer order lines in the ERP system (Syteline)Facilitate sending equipment to paintFacilitate equipment testingLiaise with necessary departments regarding issues and any necessary re-workQualityFields customer questions regarding quality (documentation, procedures, etc.)Tracks down documentation required to be submitted (weld procedures, NDE procedures, etc.)Facilitates material testing above and beyond normal (i.e. HIC)Handles issues that come up during third party inspectionsCoordinate in-process inspection witnesshold points with the quality departmentChange OrdersFacilitate engineering evaluation of requested change if requiredPrepare change order document to be sent to the customerFacilitate customer approval of change orderUpdate project order documentation maintained by PM as needed after change order is approved (OV, Sales Force Order, Syteline Customer Order Lines)Facilitate updates to remaining project order documentation as applicable (i.e. job order lines, ITP, GAproduction drawings)Notify accounting of change order to trigger invoicing as neededPre and Post ShipmentEnsure ship to address is correct in systemSchedule shipment with customer (FA)Work with customer's logistics group for larger shipments handled by customerEnsure all documentation is secured for international shipmentsProvide customer requested shipment particulars (weights, dims, etc.)Field customer questions and requests after shipmentAccountingTriggernotify Accounting on milestone invoicing timingMaintain milestone invoice schedule for applicable ordersCoordinate with internal groups for back-up documentation required for invoicing milestonesProject Communication and AdministrationAdministrative and clerical duties as needed by manager. Communicate project status to the customer as requiredAssist project manager with project related communications to customers as necessary.Request and submit approval documentation to customer prior to production and communicate customer comments to the applicable project team membersCreate and maintain required internal tracking schedules using appropriate tools and methods.Monitor critical path components and subcontract processes within the project schedule. Escalate items to management as necessary. Assist the project manager in developing project schedules as requiredGenerate and maintain a list of open actions from each production status meeting and distribute to the project team.Follow-up on open actions directly with team members. Escalate items to management as necessary.Create project status reports for management and project stakeholders Prepare project meeting materials Communicate project status to project stakeholders using appropriate toolsExperience Levels: 3-years of prior experience in similar jobPhysical Requirements:Able to sit and type for long periods of timeEducationExperience Requirements:College Degree or equivalent experience in the Oil and Gas industryPrior experience with a pipeline products manufacturing environment is a plusAbility to Multi-taskRequired Skills:Oral Communication Skills Written Communication SkillsInterpersonal Communication Skills Customer ServiceTime Management ProfessionalismMicrosoft Excel