Summary

The Project Coordinator supports Project Managers in the execution of customer projects within an Automation & Tooling Integration business specializing in Automotive Body-In-White (BIW) tooling for major Automotive OEMs. This entry-level role assists in coordinating project activities, maintaining documentation, and ensuring effective communication between internal teams and customers. The Project Coordinator plays a key role in tracking schedules, budgets, and deliverables, contributing to the successful delivery of automation and tooling projects within established timelines and scope.

Essential Duties and Responsibilities

Project Support and Documentation

·        Assist in reviewing contracts, quotes, purchase orders, and specifications under the guidance of the Project Manager.

·        Maintain organized job files (e.g., emails, meeting minutes, buy-off forms) in accordance with the company’s folder structure using project management tools and databases.

·        Update and track project documentation, including open issues matrices and customer correspondence.

Scheduling Assistance

·        Support the creation and maintenance of project schedules using Microsoft Project, ensuring alignment with the master timeline set by the Project Manager.

·        Monitor schedule milestones and assist in communicating updates or delays to the project team and customers as directed.

Customer and Team Coordination

·        Facilitate communication between Project Managers, internal departments (e.g., Design, Controls Engineering, Manufacturing), and OEM customers.

·        Assist in preparing materials for customer visits, progress reviews, and design meetings, including taking notes and distributing meeting minutes.

·        Coordinate the transfer of information and materials between customers and internal teams as needed.

Budget and Cost Tracking

·        Input and track project costing data in the company’s ERP/database system under the supervision of the Project Manager.

·        Assist in monitoring weekly progress against budgets and preparing reports for review.

·        Support the management of engineering change notices (ECNs) by organizing documentation and tracking approvals.

Safety, Quality, and Continuous Improvement

·        Adhere to safety and environmental regulations, reporting concerns to the Project Manager.

·        Participate in the company’s Quality System and continuous improvement efforts, ensuring compliance with automotive industry standards (e.g., IATF 16949).

Additional Duties

·        Perform administrative tasks such as scheduling meetings, preparing presentations, and maintaining project records.

·        Assist with other project-related tasks as assigned by the Project Manager to support overall team objectives.

Qualifications

Education and Experience

·        Associate’s degree in Engineering, Business Administration, Project Management, or a related field; or 1-3 years of equivalent experience in a project support role within the automotive industry.

·        Required: Exposure to automotive project management (e.g., internships, co-op programs, or entry-level roles).

·        Preferred: Experience with Body-In-White (BIW) tooling projects for Automotive OEMs.

Skills and Competencies

·        Technical Skills:

o   Minimal exposure to Microsoft Project required; training or certification in Microsoft Project is a plus.

o   Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with ERP systems or CAD software (e.g., AutoCAD) is an advantage.

·        Communication Skills: Ability to clearly document and relay information between team members and customers; strong written and verbal skills for supporting presentations and correspondence.

·        Organizational Skills: Detail-oriented with the ability to manage multiple tasks and maintain accurate records in a fast-paced environment.

·        Mathematical Skills: Basic understanding of budgeting and scheduling concepts (e.g., tracking hours, costs).

·        Reasoning Ability: Ability to follow instructions, identify issues, and escalate them to the Project Manager as needed.

·        Interpersonal Skills: Collaborative mindset to work effectively with cross-functional teams and build rapport with customers.

Certifications (Preferred)

·        Entry-level project management training (e.g., CAPM, Microsoft Project certification) is a plus but not required.

Physical Demands

• Regularly required to use hands for typing and handling documents, communicate effectively, and sit for extended periods.
• Occasionally required to stand, walk, and lift up to 15 pounds (e.g., project materials).
• Specific vision abilities include close vision and the ability to adjust focus. Reasonable accommodations may be made for individuals with disabilities.

Work Environment

• Primarily office-based with occasional visits to manufacturing floors (e.g., exposure to moderate noise, moving mechanical parts).
• Local travel to company facilities or customer sites may be required infrequently; domestic travel is rare and project-dependent.

Travel Requirements

• Local travel: Infrequent (e.g., monthly) to UTEC facilities or customer sites for meetings or support.
• Domestic travel: Rare, typically for training or customer support under Project Manager direction.