Project Coordinator

Description:

Job Summary

The Processing Project Coordinator supports the sales and order fulfillment process at John W. McDougall Co. Inc., from initial quote through final shipment. This role serves as the primary point of coordination between sales, estimating, scheduling, purchasing, accounting, quality, and shipping to ensure customer orders are entered accurately, tracked closely, and delivered on time per our quality standards. The Coordinator works closely with the sales team on assigned customer accounts, helping manage day-to-day order activity as the company adds new customers and grows its business.

Essential Duties and Responsibilities

Quote Entry

• Create new quotes in the ERP and send the RFQ to sales and estimating, only if sales is not already included on the RFQ email or if pricing verification alone is needed.

Sales Order Entry

• Review and compare new purchase orders to quotes.

? Check price, quantity, revision, quality requirements, and packaging/shipping requirements, and confirm lead time with the scheduler.

? Prepare questions for the sales/estimating handoff.

• Set up new sales orders in ERP and create a corresponding folder on the drive.
• Send order acknowledgements to customers.
• Create jobs within ERP.

? Batch jobs if known.

? Auto-schedule jobs; place on hold when necessary.

? Populate and save travelers to folders and attach them to the corresponding jobs.

Sales Order Management

• Communicate lead times, PO-related questions, and order updates to customers, copying sales on all communication.
• Coordinate shipments and pick-ups with the Shipping Manager and customers.
• Communicate with and manage jobs assigned to subcontractors.
• Ensure purchasing requirements are fulfilled for all jobs; communicate with the Purchasing Manager as needed.
• Facilitate RMAs between customers and the internal quality team.
• Monitor the status of jobs in process.
• Maintain accurate ship dates within sales order releases.
• Update the monthly forecast as requested.
• Scan and save signed shippers as needed, and send to customers who require them.

Requirements:

Knowledge, Skills, and Abilities

• Working knowledge of ERP/production systems (Epicor experience preferred).
• Understanding of manufacturing order processing, from quoting through production and shipment.
• Strong organizational skills with excellent attention to detail and the ability to multitask across multiple open orders.
• Clear, professional written and verbal communication skills for coordinating with customers, sales, purchasing, accounting, shipping, and quality.
• Strong problem-solving skills and sound judgment when handling order discrepancies or scheduling conflicts.
• Proficient in Microsoft Office Suite.
• Ability to work effectively both independently and as part of a cross-functional team, with minimal supervision.
• Good time-management skills and the ability to work under deadline pressure in a fast-paced environment.
• Basic understanding of production scheduling and inventory/materials availability.
• Knowledge of manufacturing safety standards

Education and Experience

• High school diploma or equivalent required
• 2+ years of experience in order processing, project/sales coordination, or a manufacturing environment preferred.
• Prior experience with Epicor or a comparable ERP system is a plus.

Work Environment

This position is based at the Nashville, TN facility and works primarily in an office setting with regular interaction with the production floor, shipping, purchasing, accounting and quality teams. Occasional flexibility in hours, including additional time, may be required to support customer and production needs.