Project Coordinator

ATS Scientific Products is seeking a Project Coordinator to join our Project Management Office (PMO), which provides high-quality project management execution of a portfolio of projects which supports SP’s strategic goals. 

The incumbent will serve in a key admin role in the PMO by managing all customer-facing project documentation assisting with local admin duties as needed.  The incumbent will also manage some of the PMO’s portfolio of smaller projects.

A majority of the PMO’s portfolio are “production” projects for engineering, fabrication, assembly and testing of food, drug and chemical batch process capital equipment and sub-systems within the domestic manufacturing facilities of the company and, as needed, at specific job sites worldwide.  The PMO’s portfolio also includes R&D, Strategic, IT, and CAPEX projects.

Reporting to the Manager of the PMO this position requires excellent multi-tasking and customer service skills.  The ideal candidate will also have advanced Microsoft Excel skills, display a high standard of attention to detail and professionalism, and a determination to keep projects on-track even during times of adversity. 

Essential Duties and Responsibilities

• Manage the flow of project documentation, both internally and externally to customers.
• Serve as “PMO key user / trainer” for project documentation platform (Sharepoint)
• Managing small projects (LyoRenewal, Controls Upgrades, other PMO strategic projects).
• Provide administrative, reporting, and expediting assistance to PMs and Manager PMO.
• Occasionally represent the PMO on project teams.
• Up to 10% of time spent on assorted administrative duties for the local office as specified, such as ordering lunches and supplies, preparing reports and coordinating meetings

• A minimum of an Associate’s Degree from a two-year college; or three to five years related training and experience in a Project Coordinator, analyst, or administrative role; or an equivalent combination of both education and experience.

Project Management Skills

• Experience working directly with end users in a customer-service or project management capacity.
• Experience leading a project team in a matrix environment.
• Able to create and maintain project schedules.
• Able to track project budgets.
• Familiarity with a manufacturing environment a plus.
• Familiarity with the pharmaceutical industry a plus.

Project Coordination Skills

• Able to create complex reports in Excel using a variety of data sources
• Able to work efficiently and manage time to meet commitments
• Able to manage stressful situations and ask for help when needed
• Strong sense of customer service for both internal and external clients
• Strong attention to detail and professionalism, both in reporting and communicating 
• Able to make administrative and reporting processes more efficient and/or effective
• Able to document administrative best practices and processes and train others on them

• Strong verbal and written English language skills.
• Able to choose the correct communication medium and effectively communicate across a wide range of stakeholders such as engineers, shop floor personnel, financial controllers, and customers. 

Certificates, Licenses, Registrations

• Microsoft Office training or certification preferred

Software Skills

• Advanced skill in Microsoft Excel including creating pivot tables, using advanced functions such as vlookup, if statements, and text formatting, using conditional formatting, creating charts and graphs, and importing data from outside sources.
• Strong knowledge of the overall Microsoft Office Suite software package including Word, Excel, Powerpoint, Project and Outlook.

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee is regularly required to talk and listen.
• The employee is regularly required to stand, walk, and sit.
• The employee is regularly required to use normal office tools, equipment and PCs.
• The employee is regularly required to use color vision and work with computerized data.

Work Environment
The work environment characteristics described here are typical of those an employee might encounter while performing the essential functions of this job.

• Work is normally performed in both the office and the shop.
• The office environment is an interior office with air conditioning.
• The shop contains mobile equipment, machinery, and high voltages.
• The shop noise level is variable and may require hearing protection in some areas.
• The shop is heated when required but many areas are not air conditioned.
• Some shop processes use high voltage arcs or concentrated magnetic fields

All employees have the responsibility to work in a safe manner and report any health, safety or environmental concern to their manager or supervisor in a timely manner.

Employee responsibilities for Health, Safety and Environment include:

• Work in compliance with divisional health, safety and environmental procedures
• Refrain from removing or altering safety devices or guarding unless hazardous energies are controlled through lockout-tagout methods
• Report any unsafe conditions or unsafe acts 
• Report defect in any equipment or protective device
• Ensure that the required protective equipment is used for the assigned tasks
• Attend all required health, safety and environmental training
• Report any accidents/incidents to supervisor
• Assist in investigating accidents/incidents
• Refrain from engaging in any prank, contest, feat of strength, unnecessary running or rough and boisterous conduct