Project Coordinator

Company Description:

For over 75 years, Puffer-Sweiven has set the standard in equipment and services for process control, automation, safety, and reliability. We help process-intensive facilities run more efficiently and safely by delivering quality products, technical support, and knowledgeable staff to implement the needed process solutions — with the goal of exceeding customer expectations. Our dedication brings the most advanced products and services to our customers throughout the Central and Gulf Coast regions of Texas.

Specialties:

As a local Impact Partner of Emerson, we offer a broad base of superior solutions including the top product lines for a given application. Our specialties at Puffer-Sweiven include:

• Process Control & Safety Systems
• Control Valves & Regulators
• Isolation Valves & Actuation
• Oil & Gas Automation
• Reliability Solutions & Services
• Pressure Management
• Specialty Pumps & Rotating Equipment
• Instrumentation
• Maintenance & Repair Services

Duties and Responsibilities:

• Create sales orders for all new projects associated with the EPC Final Control Valve & Pressure Management team.
• Create accurate Sales Orders (SOs); at time of entry, according to instructions provided.
• Responsible for preparing and maintaining project and order schedules for both customer reports, and internal reporting. 
• Responsible for distribution, tracking, and expediting of order and project documentation using established processes. 
• Responsible for logging in Bid Requests and Revisions to Team Quote Log, and for posting Bid Documents to appropriate SharePoint sites. 
• Monitor shipment schedules, provide schedule updates, schedule customer inspections, and serve as primary contact for expediting with the customer. 
• Responsible for monitoring order backlogs and taking necessary action to close these out as shipments. 
• Attend project meetings to record and distribute Minutes and Action Item Log; for e.g., hand-offs, kick-offs, status updates, lessons learned, etc.
• Maintain updated project folders with relevant documentation; for e.g., Scope, Schedule, SOs, Hand-off, Internal/External Kick-off, Change Orders, IFA/IFC packages, Lessons Learned, etc.
• Communicate to Sales Team any customer service issues that could potentially harm customer relations or jeopardize current or future business. 
• Responsible for familiarization with the Puffer Export Compliance Policy. Responsible for documenting and flagging all projects needing compliance with the policy..
• Responsible for securing and maintaining Export Compliance documentation within SharePoint following established procedures. 
• Assist with change orders with guidance from Sales Team. 
• Enter repair and/or warranty orders following established procedures. 
• Responsible for reviewing and taking corrective action on commission reconciliation, PONCs, and
• Responsible for providing suggestions to improve work process, including reduction in non-conformance, increased efficiency, profitability, hit-rate and customer satisfaction.
• Responsible for understanding Team Mission and Goals, and actively supporting them
• Responsible for following general office Protocol and procedures in carrying out assigned duties. 

QUALIFICATIONS:

Education/Knowledge:

• Associate or Bachelor’s degree required. Technical or Project Management discipline highly preferred.

Experience/Skills:

• 3+ year’s office administrative or related experience. Strong knowledge of office administrative procedures, use and operation of standard office equipment.
• Project Management experience a plus.
• Strong knowledge of various computer software applications including MS Excel, Word, PowerPoint, and SharePoint.
• Excellent written and verbal communication skills.

COMPETENCIES:

• Excellent multi-tasking and organizational skills.
• Strong attention to detail and follow-though.
• Strong ability and ambition to consistently meet deadlines.
• Solid analytical and problem solving skills.
• Problem-Solving: Capable of identifying and resolving issues related to order discrepancies or system errors.
• Time Management: Efficiently manage time to handle multiple orders and tasks simultaneously.
• Prioritization: Ability to prioritize tasks based on urgency and importance to ensure timely order fulfillment.
• Process Improvement: Ability to suggest and implement improvements to order processing workflows.
• Strong collaboration skills, proactive business approach and positive team player.
• Excellent customer service skills including the ability to develop rapport and trust with customers and other employees.
• Able to work without direct supervision and be a self-starter.
• Conflict Resolution: Skilled in resolving order-related issues and customer complaints diplomatically.