Project Coordinator

Job Title: Project CoordinatorJob Description

The Project Coordinator is responsible for processing orders for merchandise received by mail, telephone, fax, email, or in person from customers or company employees. This role involves ensuring the accuracy of orders, communicating with sales representatives, and maintaining project documentation. The Project Coordinator will report to the Project Manager and work closely with various departments to support the customer throughout the project lifecycle.

Responsibilities

• Review orders received for price and quantity accuracy.

• Communicate frequently with Sales Representatives to understand customer expectations.

• Enter orders into SAP promptly and maintain all project information and documentation for Quotes/Purchase Orders.

• Compute costs, sales representatives' commissions, applicable taxes, and shipping charges.

• Inform customers of updated unit costs, shipping dates, anticipated delays, and any additional information needed.

• Ensure all paperwork is accurate and follow up as necessary.

• Print order documents and forward them to the Customer Service Manager for review.

• Confirm material allocation or ordering and follow up with the Procurement Manager regarding material arrival dates.

• Prepare production documents and insert them into specific notebooks for the Production Coordinator.

• Follow up on orders sent to production to ensure delivery by specified dates.

• Check shipping orders for quantity accuracy and updated freight costs.

• Specify special labeling or packaging requirements for shipments and communicate to the production and shipping departments.

• Prepare documents including customized reports, KPIs, and correspondence, and update various databases as required.

• Record customer complaints and work with the Customer Service Manager to improve the customer experience.

• Collaborate with internal resources to ensure high levels of customer satisfaction.

• Expedite or trace missing or delayed shipments by conferring with production, shipping, warehouse, or common carrier personnel.

• Learn customer processes and tools to support customer requirements and answer customer questions or direct them to the appropriate person.

• Maintain and confirm that all customer contact information is updated and correct in SAP.

• Follow up with customers regarding projects in the backlog weekly or monthly based on customer material requirement dates.

• Create Sample Requests and follow up to ensure timely shipment.

• Create shipping documents for carrier whether sent at a cost to the customer or as a no-charge replacement.

• Perform other duties as assigned.

Essential Skills

• 3+ years of Admin/Coordination experience

• Proficiency in Microsoft Office applications and Outlook

• Knowledge of SAP or other equivalent ERP software

• Strong communication skills, both oral and written

• Attention to detail and accuracy in data entry

• Experience in construction administration, document control, customer service, project coordinating, invoicing, and purchase orders

• Ability to stay focused and avoid errors despite constant interruptions

Additional Skills & Qualifications

• High school diploma or GED diploma, or one to three years of related experience and/or training, or an equivalent combination of education and experience

• High level of interpersonal skills

• Flexibility and teamwork capacity

• Ability to lift files, open filing cabinets, and bend or stand on a stool as necessary

• Ability to sit or stand as needed and walk on a level surface for periods of time, as well as reach above shoulder heights or below the waist to file documents or store materials

Work Environment

The work environment is sleek and contemporary, with large L-shaped desks within a team of four people, providing very spacious work areas. The manufacturing warehouse is attached to the building, and the Project Coordinator must be comfortable walking onto the floor with safety glasses to discuss order timelines and specifications. The company has a strong tenure and locations in Florida and California, offering a nice work environment with no drama.

Pay and Benefits

The pay range for this position is $20.00 - $29.00

• Medical, dental & vision- Critical Illness, Accident, and Hospital- 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available- Life Insurance (Voluntary Life & AD&D for the employee and dependents)- Short and long-term disability- Health Spending Account (HSA)- Transportation benefits- Employee Assistance Program- Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Bristol,CT.

Application Deadline

This position will be accepting applications until Jan 20, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email ~~~ (~~~) for other accommodation options.