Project Coordinator

REPORTING TO: Senior Program Manager LOCATION: Sittingbourne, Kent DATE/REF: December 2024 JOB PURPOSE To plan, manage and monitor the inventory and processing of a range of projects for multiple accounts in conjunction with the Project Team and Account Manager. KEY ACCOUNTABILITIES The main duties and responsibilities of this role are as follows: • To manage and monitor all inventory requirements ensuring that inventory is available for customer call-offs, identifying any issues that would result in shortages and preparing action plans to resolve. • To prepare batch proposals for sending to the customer for commitment to produce inventory. • To plan, monitor and manage the production requirements needed for the projects, in-line with the customer confirmed commitment. • To create production orders on the system and schedule assembly, model shop production as needed for the projects. • To complete all production launch documents for the RTC Asia Production Management Team. • To set up Part Numbers, Bills of Materials and all associated sub-entities for Parts in the Company system. • To assist the estimating team in the preparation of production estimates when required, contacting suppliers to obtain the most cost-effective solutions and communicating the requirements of the given enquiry to the suppliers. • To prepare monthly inventory reports and monitor age of inventory, invoicing in line with the customer agreements for aged stock. • To pro-actively monitor progress of orders, identifying issues, changes, developments and potential problems. • To assist when required with the processing of sales quotes and sales orders through the system. Including all delivery and export documents. • Communicate order requirements to the internal teams for timely completion of orders. • Attend customer meetings with the Account, Program and Project Managers. • To enter accurate information into the Company databases including excel. • Liaising with customers, warehouse and suppliers regarding inbound delivery logistics. • Advise and respond effectively to any customer enquiries or requests. • In collaboration with the Account, Program and Project Managers, manage customer call offs, including communicating with the customer. • Supporting the project management, product development, sales and marketing teams as required. • Support the preparation of the weekly highlight reports and other necessary reports on project / order status as requested by the Account, (Global) Program and Project Managers. • When required, support customer services with the preparation of the monthly KPI reports for all Sales Orders. • To assist in the answering of the incoming telephone calls received by the Company. • Undertake any other duties as assigned by your Line Manager. SKILLS AND EXPERIENCE • Effective oral and written communication • Organisational skills • Time management • Computer literate with knowledge of Word, Excel and Project software • Business Management software • Eagerness to learn manufacturing and production techniques relevant to the industry. • Proactive decision maker • Team player, strong interpersonal skills, self-motivated and willing to travel. • Attention to detail • Self-starter and resourceful PERSON SPECIFICATION Project Coordinator Qualifications Essential • Excellent numeracy and literacy skills Desirable • Level 3 qualification/A Levels or experience to an equivalent level Experience Essential • To have worked in an administrate role for a minimum of 4 years. • Inventory management. • To have dealt with inbound and outbound shipments from around the world • To have dealt with export and customs & excise documentation • To have worked with international warehouses Desirable • To have industry experience • To have a knowledge of production techniques Skills / Attributes Essential • Computer literate Microsoft • Attention to detail • Have used an ERP system • Excellent time management and organisation skills with the ability to work with multiple projects whilst assisting others in your team simultaneously, whilst working to tight deadlines • Working without direct supervision and managing own workload • Eagerness to learn manufacturing and production techniques relevant to the industry. Communication Essential • Be a forward thinker • Experience of dealing with people at all levels • Good verbal and written communication • Problem solver, strategic thinker and planner Additional Essential • Current driving licence. • Must have the ability and willingness to travel both within the UK and Overseas as and when required. • Have a valid passport