Project Coordinator (PR25065)

Project Coordinator

Office Location: Houston, TX

Business Function/Department: Logistics & Procurement/Project Coordination

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

Role Accountabilities:

• 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, but not limited to, billing and revenue milestones, payment securities, shipment and documentation requirements; manage all efforts to execute; and escalate issues to Senior Project Coordinator as necessary
• Generate draft Letters of Credit (LC's), Standby Letters of Credit (SBLC's) and Surety Bonds, and submit to 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 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 Senior Project Coordinator as necessary
• Identify, resolve and communicate resolutions to client delivery issues, escalating unresolved issues to Senior Project Coordinator
• Advise Sales Managers, Project Managers, and clients on 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 course of the project lifecycle, updating the ERP accordingly
• Generate draft Pay Applications and Lien Waivers as required, review with Senior Project Coordinator as needed, and submit to manager for approval
• Arrange the most cost-effective means of domestic and international shipping and storage in collaboration with Logistics Administrator, based on the project requirements, 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 forecasting 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 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 team to ensure timely delivery of product
• Determine total freight cost exposure of projects and provide to project operations and sales personnel when necessary
• Review and approve freight forwarder invoices

General Employee Accountabilities:

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