Jr. Project Manager (2027 Grad)

About the Role

The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects. Projects range in technology and automation, potentially including robotics, AS/RS, AGV’s, high speed sortation, vertical lifts, light directed picking, pick modules, and other custom material handling solutions. Responsibilities cover the full project life cycle of project management processes (initiation, planning, execution, monitoring/controlling, and closing). Project duration typically ranges from 8 months to 24 months. The Project Coordinator remains involved from the internal project kickoff meeting until closeout, including final punch list, acceptance testing, final billing milestones, and accounting reconciliation. Project success is measured by customer satisfaction surveys and performance in managing scope, cost, and schedule.

Key Responsibilities

General

• Develop industry knowledge and job skills through training.
• Work effectively with direction and guidance.
• Carry a workload of 2-4 projects concurrently.

Procurement

• Create/maintain project management checkbook based on Job Cost Sheet information, including vendor name, description of purchase, Microsoft D365 cost category, lead times, and purchase order.
• Solidify final vendor quotes and negotiate best pricing, including freight carriers.
• Complete purchase requisition tasks in Microsoft D365 for each vendor purchase.
• Facilitate purchase agreement or statement of work creation when needed.
• Confirm delivery date throughout the procurement process.
• Consolidate project bills of materials for the project site team's inventory management.

Financials

• Create/maintain project management checkbook (financial management) to manage cash flow, including tabs for each vendor/installer with payment terms and conditions.
• Notify Business Specialist to send Milestone payments to Client.
• Print project financial report, perform cursory analysis, and compare to project management checkbook.
• Assist the project manager in project-level forecasting, estimating costs and timing of costs for the full life cycle of a project.

Change Orders

• Solicit quotes from internal/external vendors for each change notification requested.
• Draft change orders (CNA) based on mechanical, controls, or software quotes or costing and share with PM to propose to the Customer for review/approval.
• Create change order budget sheet and submit purchase requisition in Microsoft D365.

Meetings

• Create agendas and lead recurring project team meetings.
• Document meeting minutes.
• Document action items (punch list) and follow up with owners on progress.

Progress Reports

• Draft Weekly Project Status Report for project manager review, combining feedback from internal and external weekly meetings, emails, and daily notes.

Schedule

• Update % Complete on Microsoft Project tasks throughout the project lifecycle.
• Assist the project manager in the creation and updates to the onsite resource schedule.

Administrative

• Complete per diem and credit card expense reports in a timely fashion.
• Ensure all projects are set up and maintain the standard file structure in Microsoft OneDrive.
• Assist in the creation of lessons learned.

Travel

• Participate in onsite startup and/or close out opportunities.
• Periodically visit job sites as part of vendor management responsibilities.
• 30% overnight travel (Travel expenses paid by Toyota Automated Logistics).

Qualifications

Requirements & Tech Stack

• Bachelor’s Degree required.
• Experience and/or education in Project Management a plus.
• Experience with Financials, including concepts of project ROI, Net Present Value, Cost to Complete, Cost at Completion, etc.
• Advanced in MS Office software suite (particularly MS Excel and MS Project).
• AutoCAD experience a plus.
• Material Handling, Robotics, Manufacturing or Packaging background preferred.
• Energetic, ambitious, and hard working.
• Strong interpersonal and communication skills.
• Strong demonstrated sense of customer service.
• Ability to anticipate problems and drive risk reduction.
• A change agent with a desire to enhance standard processes.
• Must be eligible to work in the USA long term without sponsorship.
• Employees must follow all information security policies, protect confidential data, complete required training, and report any suspected security incidents.

Benefits

• Health, Dental, and Vision Insurance
• 401(k) Retirement Plan with a company match
• Vacation / Holiday Pay
• Paid Volunteer time off
• Tuition Reimbursement
• Professional Associations, Conferences and Subscriptions
• Company Meetings & Events