Project Coordinator

Job Description

Job Description

Position Summary

Manages a live portfolio of concurrent customer repair and equipment projects at HECO's Kalamazoo service center. Splits time between the office and the shop floor, a large portion of the role is working directly alongside technicians on assigned projects, present for key steps, tests, and the documentation those steps require. Tracks each project against milestone dates, diagnoses root cause when a job falls off track, and drives cross-functional resolution with Manufacturing, Purchasing, Engineering, Shipping and Receiving, and Customer Service. Serves as the primary point of contact for assigned projects. The current portfolio is majority a large OEM customer, with additional client projects and occasional equipment projects executed at other HECO service centers.

Key Accountabilities

Large Project Coordination

• Manages a portfolio of multiple concurrent projects, historically eight to ten active jobs at a time.
• Tracks each project against milestone dates and identifies jobs at risk of missing schedule.
• May coordinate equipment projects executed at other HECO service centers.

Raw Material / Workscope Coordination

• Identifies raw material and component requirements from engineering and production specifications; ensures accuracy of requirements and due dates.
• Writes and manages purchase orders for approved materials and components supporting active projects. No spend authority beyond approved job scope.
• Evaluates and confirms materials supply against demand; analyzes inventory needs, usage, and delivery timeframes.
• Coordinates material movement between internal shop work, warehousing, and outside suppliers.

Adherence to Schedule

• Maintains control over all open orders and associated data files in Traverse.
• Schedules and expedites the movement of parts with vendors and internal production personnel.
• Advises management of work-in-progress status, material availability, and potential production problems; flags anything that could jeopardize milestone dates.

Adherence to Spec

• Present on the shop floor for key steps and tests on assigned projects, not just reviewing paperwork after the fact.
• Reviews customer and manufacturing prints and quality documentation for adherence to customer-specific requirements.
• Captures and completes documentation tied to those steps and tests at the point of work, so records match what actually happened on the floor.
• Maintains HECO's calibration schedule and ensures compliance records stay current (annual).

Interface with Subs & Vendors

• Communicates needs and timeframes to subcontractors and suppliers.
• Advises and assists management in resolving problems concerning material shortages, engineering change orders, or delivery dates.

Customer Communication

• Serves as primary point of contact for assigned customer accounts.
• Communicates project status at a cadence set by project criticality, including daily updates on high-priority jobs.
• Responds to customer inquiries or concerns regarding project timeframes or delays.

Shop Coordination Interface

• Works directly alongside shop technicians on assigned projects rather than managing status from a desk.
• Coordinates cross-functionally with Manufacturing, Purchasing, Engineering, Shipping and Receiving, and Customer Service to keep materials and information flowing through the repair process.
• Pulls in the right internal resources to bring an off-track project back on schedule.
• Formulates status reports, flow charts, or Gantt charts to communicate repair progress to operations management, planners, and customers.

Qualifications

Bachelor's degree in Business Administration, Industrial Engineering, or a related field preferred, or an equivalent combination of education and experience providing both theoretical and practical knowledge. Two or more years of related experience in project coordination, field service, or manufacturing operations.

Knowledge, Skills, and Abilities

• Working knowledge of mechanical and electrical systems required. Hands-on knowledge of motors or rotating equipment strongly preferred.
• Proficient with Traverse or a comparable ERP/MRP system.
• Demonstrated ability to manage multiple concurrent projects and prioritize competing deadlines.
• Ability to define problems, identify root cause, collect data, and drive resolution across departments.
• Ability to effectively communicate and present project status to team members, team leaders, and top management.
• Ability to respond to significant customer inquiries or complaints regarding project timeframes or delays.
• Ability to communicate needs and timeframes to subcontractors and suppliers.
• High attention to detail and documentation discipline.
• Comfortable spending roughly half the role on the shop floor, working directly with technicians rather than managing entirely from a desk.
• Ability to read test data and technical documentation at the point of work, not just after the fact.