Project Coordinator
Key Responsibilities – Project Coordinator
Act as the primary customer point of contact throughout the order and project lifecycle, providing regular updates, managing changes, and ensuring customer satisfaction.
Respond promptly and professionally to sales/customer enquiries regarding order status, product availability, delivery timelines, and shipment details.
Coordinate and communicate effectively with cross-functional teams (Sales, Logistics, Engineering, QA, Installation, Finance, Purchasing, and Warehouse) to ensure smooth order processing and successful project execution.
Work closely with the Quote Analyst to convert quotations into accurate orders, ensuring technical correctness and alignment with project requirements.
Review and validate technical orders, material lists, and CAD drawings to ensure accuracy before release.
Support resource planning and ensure project and installation teams have the required information, drawings, and materials for successful execution and on-time handover.
Monitor project progress against timelines, track costs and budgets, and report on performance.
Oversee more complex projects and orders independently, ensuring compliance with timelines, scope, and quality standards.
Prepare and update project documentation, including delivery schedules, progress reports, and meeting minutes.
Facilitate and participate in internal and external meetings, document action items, follow up with responsible parties, and ensure timely completion.
Work with stakeholders to resolve operational challenges, including short shipments, faulty products, warranty claims, or other customer concerns.
Ensure compliance with company processes, workflows, and administrative procedures while maintaining accurate electronic and physical records.
Contribute to process improvements and promote teamwork across departments to enhance efficiency, customer experience, and project success.
Other Functions
Participate in sales meetings, product trainings, and internal department meetings to maintain product and process knowledge.
Support Quotation and Purchasing divisions in market analysis, product evaluations, and forecast development.
Perform additional assigned duties, including special projects
Requirements
Possess a Degree in Business Administration, Engineering, or related field.
Strong organizational skills with the ability to manage both operational and project-based tasks.
Excellent interpersonal and communication skills, both written and verbal.
Self-driven, proactive, and able to adapt in a dynamic environment.
Strong analytical skills with attention to detail, accuracy and and help overcome project obstacles.
Proficiency in ERP and CRM systems, knowledge of project management tools is an advantage.
Ability to prioritize, multitask, and manage high-volume workloads.
Team player with the ability to collaborate across multiple functions.
Customer-first mindset with proven ability to manage client expectations.