The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects that range in technology and automation. The projects…
Skills: Project management, Financial management, Procurement, Microsoft D365, Microsoft Excel
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The Project Coordinator supports the Project Manager in the full life cycle of material handling projects, including procurement, financial tracking, and scheduling. They are responsible for managing project documentation, facilitating team meetings, and ensuring project milestones are met through effective coordination.
Requirements
A Bachelor's degree is required, along with strong skills in financial management and proficiency in Microsoft Office, particularly Excel and Project. Candidates should have experience in material handling, robotics, or manufacturing and must be eligible to work in the USA without sponsorship.
Full job description
The Project Coordinator is an integral project management role that collaborates and supports the Project Manager in the overall success of material handling projects that range in technology and automation. The projects can include the following technologies: 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). A typical duration of a project will range from 8 months to 24 months. A Project Coordinator’s work begins at the internal project kickoff meeting where the sales team transitions a sold project to the project execution team.
The Project Coordinator remains involved in the project until closeout of the final punch list, acceptance testing, finally billing milestones, and accounting reconciliation. The project team is typically comprised of project engineer(s), controls engineer(s), a software project manager in addition to the project management staff (project manager, project coordinator, and site manager(s). Project success is measured by scores on customer satisfaction surveys as well as performance on managing scope, cost, and schedule.
Job Functions:
General
Develop industry knowledge and job skills through training
Work effectively with direction and guidance
Show ability to carry a workload of 2-4 project concurrently
Procurement
Create/maintain project management checkbook predicated 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 procurement process (at beginning, middle and 1-2 weeks out from delivery)
Consolidating project bills of materials to be delivered to the project site team for 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 off project financial report and perform cursory analysis and compare to project management checkbook
Assisting 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 for 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 to review; combine feedback covered in internal and external weekly meetings, emails received during weeks, and daily notes
Schedule
Update % Complete on Microsoft Project tasks throughout the project lifecycle
Assist the project manager in creation and updates to the onsite resource schedule for site managers, commissioning engineers, project engineers, and others.
Administrative
Complete per diem and credit card expense reports in timely fashion
Ensure all projects are set up and maintain the standard file structure in Microsoft One Drive
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
Travel Requirements:
30% overnight travel (Travel expenses paid by Toyota Automated Logistics)
Required Qualifications and Preferred Skills:
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
Anticipate problems and drive risk reduction
Change agent and 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 to support our information security controls.
About Toyota Automated Logistics:
Toyota Automated Logistics is your global partner for integrated warehouse automation. Our team combines the talents of Bastian Solutions, Vanderlande’s warehousing business and viastore under one brand to deliver scalable systems, intelligent software and life-cycle services.
In addition to exciting work at a growing company, we offer the following 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
Toyota Automated Logistics does not work with outside recruiting agencies. No solicitation phone calls please.
Transportation, Logistics, Supply Chain and Storage
Company size
1,001-5,000 employees
Headquarters
Carmel, IN
LinkedIn followers
115,943
Bastian Solutions, a Toyota Automated Logistics company, is a trusted supply chain integration partner committed to providing their clients a competitive advantage by designing and delivering world-class distribution and production solutions.
The expertise Bastian Solutions delivers includes exceptional results through a proven process of analytical consulting, engineering and design, simulation, project management, and installation services, while sourcing the best material handling equipment and automation technologies available.
With innovation at the forefront, the company also develops Exacta supply chain software, conveyor and sortation systems, custom automated material-handling equipment, robotics, autonomous vehicles and robotic shuttles, and state-of-the art industrial controls.
Bastian Solutions serves domestic and global markets, covering the United States, Canada, India, the Middle East, Mexico and South America.
Offices: 10585 North Meridian St., Carmel, IN 46290, US · 315 W New Rd, Greenfield, Indiana 46140, US · 2031 Nelson Miller Parkway, Louisville, KY 40299, US · 2200 Forte Court, Maryland Heights, MO 63043, US · 1821 Bastian Ct, Westfield, Indiana 46074, US
Conveyor SystemsSystem IntegrationRobotics and Vision SystemsSoftware and ControlsE-Commerce Order FulfillmentConsulting and SimulationsCustom Material Handling EquipmentComposite PalletsDistribution Center AutomationGoods to Person Systems
How many Manufacturing jobs are open in Indianapolis, IN right now?
There are currently 2,076 open manufacturing positions in Indianapolis, IN listed on Clera. New openings are added daily as companies post roles.
Which companies are hiring for Manufacturing roles in Indianapolis, IN?
Companies currently hiring include Eli Lilly and Company, V2X Inc, Allison Transmission, Rolls-Royce, Conagra Brands, among others. Browse the listings above to see every active employer.
Are there remote or hybrid Manufacturing jobs in Indianapolis, IN?
Yes — 152 of the 2076 open manufacturing positions offer remote or hybrid work (41 remote, 111 hybrid).
How do I apply for Manufacturing jobs in Indianapolis, IN?
Each listing links directly to the employer's application page. Apply early — fresh listings get the most recruiter attention in the first two weeks.