Project Coordinator

About the role

This role is essential for managing the entire sales order lifecycle, from accurate data entry in SAP and processing timely invoices, to ensuring compliance with internal approval workflows. A key focus is tracking order status and machine/parts readiness, requiring close coordination with production, installation, and finance teams to successfully align timelines and delivery schedules.

Responsibilities

• Day-to-Day Operations: Enter and maintain sales orders in SAP, manage data/orders in SAP, manage dates (Production, shipping, arrival, and billing), and order changes.
• Management and distribution of Order confirmations and invoices.
• Provide updates on projects and timelines.
• Manage and track open orders and issues.
• Warranty processing.
• Interact with customers via telephone or email to provide support and information on products and services.
• End-to-End Order Ownership & Execution: Manage the full lifecycle of all key account orders (including projects, machine orders, and parts orders) with accuracy and timeliness from order entry through invoicing and delivery.
• Customer & Account Alignment: Serve as the primary operational contact for key accounts, ensuring proactive communication, alignment of expectations, and consistent updates across parts sales and RMA order types.
• Cross-Functional Coordination: Collaborate with key account managers, engineering, sales, production, logistics, installation, and finance teams to align project scope, timelines, and customer requirements.
• Execution, Timeline & Project Management: Track and manage production schedules, delivery timelines, site readiness, installation coordination, and parts fulfillment. Partner with Key Account Managers to ensure readiness across all phases and proactively resolve risks or delays.
• Documentation, Compliance & Financial Oversight: Ensure accurate and complete documentation throughout the order lifecycle, including order intake documents, site surveys, delivery/acceptance records, and invoicing. Manage order confirmations, invoices, and ensure compliance with internal approval processes. Monitor payment milestones and support escalation of outstanding payments.
• Workflow Optimization & Process Improvement: Identify, standardize, and implement improvements in processes and procedures to enhance efficiency and consistency across project and order management.
• Operational Support Flexibility: Provide supplemental support to day-to-day parts order customer service activities when key account responsibilities are fully managed.
• Entrepreneurial Spirit: Approach objectives with an entrepreneurial spirit, striving for continuous improvement while accepting and providing constructive feedback.

Qualifications

• Education/Experience: Bachelor’s degree or equivalent work experience. 3-6 years direct customer Service experience. 1-3 years project management experience desired. B2B capital equipment sales experience is a plus. Prior help desk knowledge/experience preferred. Solid understanding of management practices and techniques.
• Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) is required. SAP preferred but not required. Salesforce experience preferred but not required.
• Soft Skills & Abilities: Communication: Strong verbal and written communication skills for effective interaction with clients, sales teams, and internal departments. Organization: Excellent organizational skills and attention to detail for managing multiple orders and maintaining accurate records. Problem-Solving: Ability to assess situations, identify issues, and implement timely solutions to resolve order-related challenges. Multitasking: Capable of handling multiple tasks simultaneously in a fast-paced environment while meeting deadlines. Customer Service: A client-focused mindset with a commitment to delivering high-quality service and ensuring customer satisfaction. Teamwork: Collaborative attitude and ability to work effectively within cross-functional teams.

What We Offer

• Comprehensive benefits: medical, dental, vision, life, and disability insurance. 401(k) with company match.
• Paid time off, paid sick days, holidays, and flexible scheduling.
• A culture that values innovation, collaboration, and professional growth.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• Ability to perform work in a sedentary position for extended periods, with frequent use of a computer, keyboard, and mouse.
• Clear and effective verbal communication skills are essential for collaborating with team members and external stakeholders.
• The ability to occasionally lift and move up to 10 lbs. of equipment or documents.