Project Coordinator

Project CoordinatorOffice 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