Project Coordinator

We are seeking a detail-oriented, proactive Project Coordinator with 3 to 5 years of experience to join our team.

In this role, you will bridge the gap between operations, procurement, and client management. Your primary focus will be managing the end-to-end procurement cycle within our ERP system, ensuring seamless vendor communication, creating client-facing

analytical reports, and keeping our standard operating procedures (SOPs) organized and up to date.

Key Responsibilities3. Customer Reporting & Data Analytics:4. Documentation & Process Standardization:

• Procurement & ERP Management
• Initiate, review, and accurately process Purchase Orders (POs) within the ERP system in compliance with company guidelines.
• Act as the primary point of contact for suppliers. Proactively track order statuses, expedite delayed shipments, and resolve delivery bottlenecks.
• Ensure the complete closure of procurement transactions in the ERP system, verifying that goods received match invoices and purchase orders (3-way matching).
• Collaborate with Project Manager and Warehouse team to resolve any pricing, quantity, or shipping discrepancies with vendors.
• Logistics & Shipment Coordination:
• Coordinate daily freight and shipping activities, acting as the primary liaison between vendors, project teams, warehouse personnel, and carrier networks.
• Monitor shipments in real time, tracking delivery milestones against project schedules to flag potential transit delays early.
• Prepare, review, and manage essential shipping documents (e.g., Bills of Lading, packing lists, commercial invoices, and customs clearance paperwork).
• Request freight quotes, evaluate shipping rates, and schedule pickups/deliveries with third-party logistics (3PL) providers and freight forwarders.
• Confirm proof of delivery (POD), update estimated time of arrival (ETA) schedules for internal stakeholders, and coordinate resolving transit damage or missing cargo claims.
• Aggregate and analyze operational data to prepare recurring and ad-hoc reports for internal stakeholders and clients.
• Track project timelines, budget delivery milestones, and KPIs, presenting them in clear, visual client dashboards.
• Serve as an internal liaison to ensure client inquiries regarding project or order statuses are answered accurately and promptly.
• Draft, update, and organize Standard Operating Procedures (SOPs) to ensure the team operates efficiently and remains compliant.
• Project Support:
• Support project managers with meeting coordination, minutes, and tracking action items across different departments.
• Use your business acumen to identify operational bottlenecks and suggest workflow optimizations, particularly within the ERP and reporting frameworks.
• Assis with administrative or operational tasks as required by the evolving scope of current projects.

• 3 to 5 years of proven experience in project coordination, supply chain coordination, procurement assistance, or a closely related operations role.
• Bachelors degree required; Master of Business Administration (MBA) or equivalent masters degree highly preferred.
• Hands-on experience working with standard ERP systems (e.g., Oracle, Microsoft Dynamics) for purchasing or inventory tracking is essential.
• Advanced proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables, data formatting) and project management tools.
• High emotional intelligence with excellent written and verbal communication skills; exceptional time management and the ability to pivot between tasks seamlessly.