Project Coordinator

Position Summary

The Project Management Coordinator provides administrative and project support to the Project Manager and Deputy Project Manager(s) throughout all phases of project execution. This position works closely with internal departments, customers, domestic and international vendors, and manufacturing partners to ensure project documentation, deliverables, schedules, open items, and communications are accurately maintained and completed on time.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable working in a fast-paced technical or manufacturing environment. Previous experience within the railcar industry or a closely related industry is required.

Key Responsibilities

• Provide day-to-day project support to the Project Manager and Deputy Project Manager(s) across various project management activities.
• Coordinate and communicate with Heavy Industries, U.S. and Japanese vendors, customers, and internal departments.
• Maintain project documents and drawings in accordance with established document and drawing control procedures, including record drawings.
• Periodically audit correspondence and drawing databases to verify information has been accurately entered and maintained by Document Control.
• Track and follow up on open items between the customer and vendors, and internal departments through resolution and closure.
• Attend project meetings, design reviews, customer meetings, and vendor meetings as required and prepare accurate meeting minutes and action items.
• Support the Project Scheduler by communicating regarding updates and the current status of the project master schedule.
• Prepare, review, and edit project correspondence and customer-facing letters, including drawing submittals, prior to release.
• Maintain the Contract Data Requirements List (CDRL) and follow up with appropriate parties regarding pending or outstanding deliverables.
• Prepare, process, and track Engineering Changes (EDs), vendor back charges, Field Modification Instructions (FMIs), and Requests for Clarification.
• Track customer invoice status and assist with maintaining accurate project financial and administrative records.
• Assist with the preparation and coordination of Monthly Progress Reports for the customer.
• Maintain organized project records and ensure required documentation, correspondence, and deliverables are properly tracked.
• Follow up with internal and external stakeholders to ensure deadlines, action items, and project requirements are completed as scheduled.
• Identify outstanding issues and proactively communicate concerns that could impact project schedules or deliverables.

Qualifications

• Previous experience in the railcar industry or a closely related technical/manufacturing industry is required.
• Associate or Bachelor’s degree preferred.
• Previous project coordination, project administration, document control, engineering support, or related experience preferred.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities, deadlines, documents, and open action items simultaneously.
• Strong problem-solving skills with the ability to proactively identify and follow up on outstanding issues.
• Excellent written and verbal communication skills.
• Strong computer skills and proficiency with standard business software and document-management systems.
• Ability to communicate professionally with customers, vendors, engineering teams, management, and international business partners.
• Experience preparing professional correspondence, reports, meeting minutes, and project documentation.
• Ability to work independently while effectively supporting a cross-functional project team.
• Additional language skills are a plus.