Project Coordinator

Key Responsibilities – Project Coordinator

• Act as the primary customer point of contact throughout the order and project lifecycle, providing regular updates, managing changes, and ensuring customer satisfaction.
• Respond promptly and professionally to sales/customer enquiries regarding order status, product availability, delivery timelines, and shipment details.
• Coordinate and communicate effectively with cross-functional teams (Sales, Logistics, Engineering, QA, Installation, Finance, Purchasing, and Warehouse) to ensure smooth order processing and successful project execution.
• Work closely with the Quote Analyst to convert quotations into accurate orders, ensuring technical correctness and alignment with project requirements.
• Review and validate technical orders, material lists, and CAD drawings to ensure accuracy before release.
• Support resource planning and ensure project and installation teams have the required information, drawings, and materials for successful execution and on-time handover.
• Monitor project progress against timelines, track costs and budgets, and report on performance.
• Oversee more complex projects and orders independently, ensuring compliance with timelines, scope, and quality standards.
• Prepare and update project documentation, including delivery schedules, progress reports, and meeting minutes.
• Facilitate and participate in internal and external meetings, document action items, follow up with responsible parties, and ensure timely completion.
• Work with stakeholders to resolve operational challenges, including short shipments, faulty products, warranty claims, or other customer concerns.
• Ensure compliance with company processes, workflows, and administrative procedures while maintaining accurate electronic and physical records.
• Contribute to process improvements and promote teamwork across departments to enhance efficiency, customer experience, and project success.

Other Functions

• Participate in sales meetings, product trainings, and internal department meetings to maintain product and process knowledge.
• Support Quotation and Purchasing divisions in market analysis, product evaluations, and forecast development.
• Perform additional assigned duties, including special projects

Requirements

• Possess a Degree in Business Administration, Engineering, or related field.
• Strong organizational skills with the ability to manage both operational and project-based tasks.
• Excellent interpersonal and communication skills, both written and verbal.
• Self-driven, proactive, and able to adapt in a dynamic environment.
• Strong analytical skills with attention to detail, accuracy and and help overcome project obstacles.
• Proficiency in ERP and CRM systems, knowledge of project management tools is an advantage.
• Ability to prioritize, multitask, and manage high-volume workloads.
• Team player with the ability to collaborate across multiple functions.
• Customer-first mindset with proven ability to manage client expectations.