Project Coordinator

The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects that range in technology and automation. The projects can include the following technologies: robotics, AS/RS, AGV’s, high speed sortation, vertical lifts, light directed picking, pick modules, and other custom material handling solutions. Responsibilities cover the full project life cycle of project management processes (initiation, planning, execution, monitoring/controlling, and closing). A typical duration of a project will range from 8 months to 24 months. A Project Coordinator’s work begins at the internal project kickoff meeting where the sales team transitions a sold project to the project execution team. The Project Coordinator remains involved in the project until closeout of the final punch list, acceptance testing, finally billing milestones, and accounting reconciliation. The project team is typically comprised of project engineer(s), controls engineer(s), a software project manager in addition to the project management staff (project manager, project coordinator, and site manager(s). Project success is measured by scores on customer satisfaction surveys as well as performance on managing scope, cost, and schedule. Job Functions GeneralDevelop industry knowledge and job skills through trainingWork effectively with direction and guidanceShow ability to carry a workload of 2-4 project concurrentlyProcurementCreate/maintain project management checkbook predicated on Job Cost Sheet information including vendor name, description of purchase, Microsoft D365 cost category, lead times, and purchase orderSolidify final vendor quotes and negotiate best pricing, including freight carriersComplete purchase requisition tasks in Microsoft D365 for each vendor purchaseFacilitate purchase agreement or statement of work creation when needed.Confirm delivery date throughout procurement process (at beginning, middle and 1-2 weeks out from delivery)Consolidating project bills of materials to be delivered to the project site team for inventory management FinancialsCreate/maintain project management checkbook (financial management) to manage cash flow, including tabs for each vendor/installer with payment terms and conditionsNotify Business Specialist to send Milestone payments to ClientPrint off project financial report and perform cursory analysis and compare to project management checkbookAssisting the project manager in project level forecasting, estimating costs and timing of costs for the full life cycle of a project Change OrdersSolicit quotes for internal/external vendors for each change notification requestedDraft change orders (CNA) based on mechanical, controls, or software quotes or costing and share with PM to propose to the Customer for review/approvalCreate change order budget sheet and submit purchase requisition in Microsoft D365 MeetingsCreate agendas and lead recurring project team meetingsDocument meeting minutesDocument action items (punch list) and follow up with owners on progressProgress ReportsDraft Weekly Project Status Report for project manager to review; combine feedback covered in internal and external weekly meetings, emails received during weeks, and daily notes ScheduleUpdate % Complete on Microsoft Project tasks throughout the project lifecycleAssist the project manager in creation and updates to the onsite resource schedule for site managers, commissioning engineers, project engineers, and others. AdministrativeComplete per diem and credit card expense reports in timely fashionEnsure all projects are set up and maintain the standard file structure in Microsoft One DriveAssist in the creation of lessons learned TravelParticipate in onsite startup and/or close out opportunitiesPeriodically visit job sites as part of vendor management responsibilities Travel Requirements 30% overnight travel (Travel expenses paid by Toyota Automated Logistics) Required Qualifications And Preferred Skills Bachelor’s Degree required. Experience and/or education in Project Management a plusExperience with Financials, including concepts of project ROI, Net Present Value, Cost to Complete, Cost at Completion, etc.Advanced in MS Office software suite (particularly MS Excel and MS project)AutoCAD experience a plusMaterial Handling, Robotics, Manufacturing or Packaging background preferred.Energetic, ambitious, and hard workingStrong interpersonal and communication skillsStrong demonstrated sense of customer serviceAnticipate problems and drive risk reductionChange agent and desire to enhance standard processesMust be eligible to work in the USA long term without sponsorship.Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls. About Toyota Automated Logistics Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services. In addition to exciting work at a growing company, we offer the following benefits: Health, Dental, and Vision Insurance401(k) Retirement Plan with a company matchVacation / Holiday PayPaid Volunteer time offTuition ReimbursementProfessional Associations, Conferences and SubscriptionsCompany Meetings & Events Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.