Project Coordinator

Job Summary

The Processing Project Coordinator supports the sales and order fulfillment process at John W. McDougall Co. Inc., from initial quote through final shipment. This role serves as the primary point of coordination between sales, estimating, scheduling, purchasing, accounting, quality, and shipping to ensure customer orders are entered accurately, tracked closely, and delivered on time per our quality standards. The Coordinator works closely with the sales team on assigned customer accounts, helping manage day-to-day order activity as the company adds new customers and grows its business.

Essential Duties and Responsibilities

Quote Entry

• Create new quotes in the ERP and send the RFQ to sales and estimating, only if sales is not already included on the RFQ email or if pricing verification alone is needed.

Sales Order Entry

• Review and compare new purchase orders to quotes.

? Check price, quantity, revision, quality requirements, and packaging/shipping requirements, and confirm lead time with the scheduler.

? Prepare questions for the sales/estimating handoff.

• Set up new sales orders in ERP and create a corresponding folder on the drive.

• Send order acknowledgements to customers.

• Create jobs within ERP.

? Batch jobs if known.

? Auto-schedule jobs; place on hold when necessary.

? Populate and save travelers to folders and attach them to the corresponding jobs.

Sales Order Management

• Communicate lead times, PO-related questions, and order updates to customers, copying sales on all communication.

• Coordinate shipments and pick-ups with the Shipping Manager and customers.

• Communicate with and manage jobs assigned to subcontractors.

• Ensure purchasing requirements are fulfilled for all jobs; communicate with the Purchasing Manager as needed.

• Facilitate RMAs between customers and the internal quality team.

• Monitor the status of jobs in process.

• Maintain accurate ship dates within sales order releases.

• Update the monthly forecast as requested.

• Scan and save signed shippers as needed, and send to customers who require them.