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We are seeking a detail-oriented Project Administrator II to manage custom-engineered equipment orders from contract initiation through delivery. This role serves as a central coordinator between customers and internal teams, ensuring projects are executed on time, within scope, and in alignment with contractual requirements.
You will play a critical role in driving customer satisfaction, maintaining clear communication, and supporting successful project execution across engineering, manufacturing, and testing.
Key Responsibilities
Project & Contract Management
- Review, organize, and coordinate all contractual documentation required for order entry and project kickoff
- Ensure accurate entry of project details including specifications, shipping terms, warranty, and scheduling requirements
- Determine appropriate manufacturing location (internal or external)
- Collaborate with Engineering, Planning, Purchasing, Manufacturing, Quality, and Sales teams
- Lead and participate in internal and external project meetings
- Coordinate design reviews and approvals with customers
- Serve as the primary point of contact for customers throughout the project lifecycle
- Provide regular updates on project status, schedules, and deliverables
- Host customer visits, inspections, and testing activities
- Evaluate customer change requests against contractual scope
- Coordinate internal review of changes and assess impact on cost and schedule
- Negotiate scope, pricing, and lead-time adjustments with customers
- Issue and manage formal change notices
- Develop and maintain detailed project schedules and job tracking tools
- Coordinate order release to manufacturing upon design approval
- Monitor progress and proactively address risks to timelines or deliverables
- Support purchasing processes for both internal and external builds
- Coordinate customer-supplied materials and ensure proper documentation
- Confirm shipping requirements and coordinate on-time delivery
Education & Experience
- Bachelor’s degree in engineering, Business, or related field preferred
- 5+ years of experience in project coordination, contracts administration, or manufacturing environment preferred
- Strong organizational and project management skills
- Excellent communication and stakeholder coordination abilities
- Ability to read and interpret technical documents and contracts
- Problem-solving mindset with strong attention to detail
- Ability to manage multiple projects and priorities simultaneously
- Frequent interaction with internal teams and external customers
- Regular attendance and participation in meetings is essential
- Adherence to company policies, safety standards, and quality systems (ISO 9001)
You’ll be part of a collaborative environment focused on delivering high-quality engineered solutions. This role offers the opportunity to work cross-functionally, engage directly with customers, and contribute to impactful projects from start to finish.
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