Project Coordinator

The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects that range in technology and automation. The projects can include the following technologies: robotics, AS/RS, AGV’s, high speed sortation, vertical lifts, light directed picking, pick modules, and other custom material handling solutions.

Responsibilities cover the full project life cycle of project management processes (initiation, planning, execution, monitoring/controlling, and closing). A typical duration of a project will range from 8 months to 24 months. A Project Coordinator’s work begins at the internal project kickoff meeting where the sales team transitions a sold project to the project execution team.

The Project Coordinator remains involved in the project until closeout of the final punch list, acceptance testing, finally billing milestones, and accounting reconciliation. The project team is typically comprised of project engineer(s), controls engineer(s), a software project manager in addition to the project management staff (project manager, project coordinator, and site manager(s). Project success is measured by scores on customer satisfaction surveys as well as performance on managing scope, cost, and schedule.

Job Functions:

• General
  • Develop industry knowledge and job skills through training
  • Work effectively with direction and guidance
  • Show ability to carry a workload of 2-4 project concurrently
• Procurement
  • Create/maintain project management checkbook predicated on Job Cost Sheet information including vendor name, description of purchase, Microsoft D365 cost category, lead times, and purchase order
  • Solidify final vendor quotes and negotiate best pricing, including freight carriers
  • Complete purchase requisition tasks in Microsoft D365 for each vendor purchase
  • Facilitate purchase agreement or statement of work creation when needed.
  • Confirm delivery date throughout procurement process (at beginning, middle and 1-2 weeks out from delivery)
  • Consolidating project bills of materials to be delivered to the project site team for inventory management
• Financials
  • Create/maintain project management checkbook (financial management) to manage cash flow, including tabs for each vendor/installer with payment terms and conditions
  • Notify Business Specialist to send Milestone payments to Client
  • Print off project financial report and perform cursory analysis and compare to project management checkbook
  • Assisting the project manager in project level forecasting, estimating costs and timing of costs for the full life cycle of a project

• Change Orders
  • Solicit quotes for internal/external vendors for each change notification requested
  • Draft change orders (CNA) based on mechanical, controls, or software quotes or costing and share with PM to propose to the Customer for review/approval
  • Create change order budget sheet and submit purchase requisition in Microsoft D365

• Meetings
  • Create agendas and lead recurring project team meetings
  • Document meeting minutes
  • Document action items (punch list) and follow up with owners on progress
  • Progress Reports
  • Draft Weekly Project Status Report for project manager to review; combine feedback covered in internal and external weekly meetings, emails received during weeks, and daily notes

• Schedule
  • Update % Complete on Microsoft Project tasks throughout the project lifecycle
  • Assist the project manager in creation and updates to the onsite resource schedule for site managers, commissioning engineers, project engineers, and others.

• Administrative
  • Complete per diem and credit card expense reports in timely fashion
  • Ensure all projects are set up and maintain the standard file structure in Microsoft One Drive
  • Assist in the creation of lessons learned

• Travel
  • Participate in onsite startup and/or close out opportunities
  • Periodically visit job sites as part of vendor management responsibilities

Travel Requirements:

• 30% overnight travel (Travel expenses paid by Toyota Automated Logistics)

Required Qualifications and Preferred Skills:

• Bachelor’s Degree required.
• Experience and/or education in Project Management a plus
• Experience with Financials, including concepts of project ROI, Net Present Value, Cost to Complete, Cost at Completion, etc.
• Advanced in MS Office software suite (particularly MS Excel and MS project)
• AutoCAD experience a plus
• Material Handling, Robotics, Manufacturing or Packaging background preferred.
• Energetic, ambitious, and hard working
• Strong interpersonal and communication skills
• Strong demonstrated sense of customer service
• Anticipate problems and drive risk reduction
• Change agent and desire to enhance standard processes
• Must be eligible to work in the USA long term without sponsorship.
• Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents to support our information security controls.

About Toyota Automated Logistics:

Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.

In addition to exciting work at a growing company, we offer the following benefits:

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation / Holiday Pay
• Paid Volunteer time off
• Tuition Reimbursement
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events

Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.