Project Coordinator (PR26104)

About the Role

Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met.

Responsibilities

• Evaluate commercial Terms and Conditions (T&C's) of client contracts and Purchase Orders (PO's); resolve, refer, or escalate discrepancies and omissions to appropriate personnel as necessary.
• Compare ERP data to contracts and PO commercial T&C's, identify errors and omissions, and notify appropriate personnel.
• Evaluate all client PO/Contract requirements related to shipment of equipment—including billing and revenue milestones, payment securities, shipment and documentation requirements—manage execution efforts, and escalate issues to the Senior Project Coordinator as necessary.
• Generate draft Letters of Credit (LC's), Standby Letters of Credit (SBLC's) and Surety Bonds, and submit them to the Senior Project Coordinator for approval.
• Execute the LC as approved by the Senior Project Coordinator.
• Create, manage, issue, and reconcile invoice milestones—including deferrals, multi‑currency, and taxes—across multiple projects.
• Record revenue in ERP, verifying contract requirement fulfillment with the project leader and/or engineering managers when necessary.
• Ensure client issues related to commercial documents, invoices, receivables, PO, and schedules are resolved and communicated to clients, escalating to the Senior Project Coordinator as necessary.
• Identify, resolve, and communicate resolutions to client delivery issues, escalating unresolved issues to the Senior Project Coordinator.
• Advise Sales Managers, Project Managers, and clients on the proper information required to generate LC's, SBLC's and Surety Bonds that are executable and complete, as assigned.
• Advise company personnel on appropriate methods to set up and execute orders and change orders efficiently and cost‑effectively.
• Create and monitor billing‑related milestones over the project lifecycle, updating the ERP accordingly.
• Generate draft Pay Applications and Lien Waivers as required, review with the Senior Project Coordinator as needed, and submit to the manager for approval.
• Arrange the most cost‑effective means of domestic and international shipping and storage in collaboration with the Logistics Administrator, negotiating where appropriate for optimal cost, quality, and schedule.
• Monitor project schedules, identify high‑risk shipments, and recommend and implement solutions.
• Analyze freight forwarder’s packing schedule, assist in level loading their factory, and forecast upcoming packing/shipping workload as necessary.
• Review assigned business reports, identify potential problem and risk items, validate with appropriate personnel, recommend and implement solutions, and make necessary corrections.
• Run export determination process and research and resolve identified errors.
• Generate commercial invoices, packing lists, and other required documentation and supply them to internal and external project stakeholders.
• Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations.
• Advise internal personnel on international trade requirements to ensure commercial documentation is compliant.
• Coordinate efforts of a cross‑functional team of client, supplier, Logistics Administrator, packer, freight forwarder, carrier, Trade Compliance, customs broker, and BU operations to ensure timely delivery of product.
• Determine total freight cost exposure of projects and provide it to project operations and sales personnel when necessary.
• Review and approve freight forwarder invoices.

Employee Accountabilities

• Bring full effort to bear on tasks assigned by the manager.
• Give the manager best advice.
• Provide earliest notice when work cannot be delivered as specified.
• Cooperate and collaborate with peers and interact cross‑organizationally as specified by the manager.
• Exemplify Company Core Values: Integrity, Client Focus, Team Orientation, and Personal Commitment.
• Comply with all Company policies, practices, procedures, and all applicable regulations and laws.
• Recommend viable improvements proactively.
• Ensure effective utilization of business tools and processes.

Requirements

Minimum Qualification

• Bachelor's degree in a related field or equivalent education and/or work experience.
• 1 year of experience in project coordination or internal/external client service.
• Demonstrated knowledge of contract terminology.
• Excellent keyboarding and computer literacy skills.
• Demonstrated successful working relationships with clients, suppliers, and other internal and external contacts.
• Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills.
• Demonstrated continuous improvement in areas of responsibility.
• Proficiency in Microsoft Windows, Excel, Word, Outlook, and an ERP system.
• Availability to travel less than 5 %.

Preferred Qualifications

• Experience reviewing and evaluating contract T&C's, including billing terms, penalties, contract value, milestone payments, LC's, SBLC's/Surety Bonds, pay applications, lien waivers, and International Commercial Terms (INCO).
• Experience applying international shipping policies.
• Proficiency in international shipping document creation and/or trade‑management software.
• Proficiency in Oracle E‑Business Suite Projects and/or Order Management.

For more information about the company, visit the TMEIC Corporation Americas website.