Project Coordinator II - Pssd

Job Summary:

The Project Coordinator II manages and drives all administrative and project execution aspects of assigned orders from time of order placement through delivery and payment. This role is responsible for ensuring projects are executed on time, within budget, and aligned with customer expectations while serving as the key coordination bridge between customers, internal departments, and external partners. The Project Coordinator II is also responsible for validating internal reporting and ensuring cross-functional alignment of project data, documentation, and status reporting.

Key Responsibilities:

Customer & Stakeholder Coordination

• Serve as the primary point of contact for customers, representatives, key vendors, and internal team members for projects after order entry through project completion.
• Arrange and facilitate internal and external project meetings and create formal communication plans for key stakeholders to support successful project execution.
• Support resolution of project challenges and drive accountability across stakeholders to ensure timely delivery and customer satisfaction.

Project Scope, Schedule, and Execution Management

• Review purchase orders and contracts for accuracy and alignment with project execution requirements and customer expectations.
• Work with sales, application engineers, order engineering, manufacturing, logistics, and key partners to manage scope, timelines, approvals, changes, and customer expectations.
• Create, implement, and manage detailed project schedules and proactively identify risks impacting schedule, cost, or deliverables.
• Track project milestones, submittal approvals, and critical path items to prevent execution delays.

Financial, Documentation, and Compliance Control

• Support financial control measures including billing, progress payments, collections, claim resolution, lien waivers, and bonds/letters of credit as applicable.
• Coordinate and track change orders, customer approvals, and commercial documentation to ensure alignment with contract requirements.
• Ensure project documentation is complete, accurate, and properly communicated internally and externally.

Back-Office Reporting & Cross-Functional Data Validation

• Review internal reports and coordinate with other departments to ensure the validity and accuracy of project information loaded into internal systems.
• Validate project status reporting, cost/budget tracking inputs, and key execution data to support reliable internal dashboards and leadership reporting.
• Identify discrepancies in internal reporting and drive corrective actions with the appropriate department owners (engineering, purchasing, manufacturing, logistics, accounting).

Reporting & Continuous Improvement

• Create reports and presentations on project status, risk items, and execution progress as required.
• Support process improvement initiatives to improve project handoff quality, reporting accuracy, and overall execution efficiency.

Minimum Qualifications:

• Five (5) years of experience in project coordination or similar experience.
• Bachelor's degree in business administration, project management, or a related field (or equivalent experience)
• Working knowledge of ERP systems such as MAI and/or Business Central.
• Strong written, verbal, and presentation skills.
• Strong computer skills, especially with Microsoft Office applications.
• Strong attention to detail, organizational skills and ability to manage multiple tasks simultaneously while working in a fast-paced environment.

Preferred Qualifications:

• Business-level proficiency fluency in Spanish.
• Professional certification such as PMP (Project Management Professional).
• Seven (7) years of experience in project coordination or similar experience.