Project Administrator II

About the Role 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)

Cross-Functional Coordination

• 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

Customer Communication

• 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

Change & Risk Management

• 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

Scheduling & Execution

• 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

Procurement & Logistics Support

• 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

Qualifications

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

Skills & Competencies

• 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

Work Environment & Expectations

• 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)

Why Join Us? 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.