Project Coordinator- Travel Required

Company Description Founded in 1995, Promation is a leading integrator and manufacturer of high-quality tooling, automation, and robotic systems in Oakville, Ontario. We deliver custom equipment and turnkey systems globally, from assembly to vision inspection systems, to provide the best automation solutions. Our dedicated team of PLC designers and engineering professionals ensure top-notch products and services, supported by the Nuclear, Automation, and Industrial divisions.

The Project Manager oversees and drives the successful planning, execution, and delivery of assigned projects, ensuring alignment with objectives, timelines, and stakeholder expectations. This includes coordinating project activities, tracking progress, managing project documentation, and ensuring adherence to scope, schedule, and budget requirements. The Project Manager will collaborate with internal teams, vendors, and stakeholders to facilitate smooth project execution and resolve issues as they arise.

Provide hands-on project management of small to medium technical and build to print projects as assigned .
Maintain routine and consistent effective communication with clients regarding project status and resolve issues as required.
Plan and lead internal and client facing project meetings .
Meet the scope, schedule, resource, and budget commitments reflected in the project management plan .
Drive scope compliance, manage scope creep, and ensure legitimately validated aspects of beyond baseline scope are effectively captured and communicated to the client/stakeholder by formal ChanQe Order in a timely and professional manner.
Develop and manage project Work Breakdown Structure (WBS), schedule, resource plan, issues log, change control and risk log.
Identify, assess, manage, and mitigate project risks and issues, ensure the timely resolution of issues, including the escalation of issues that are outside of the project team's scope of responsibility.
Manage suppliers delivering scope from small components to turn-key solutions for assigned projects.
Monitor the project progress and report the project status to management on a weekly basis.
Define when project is completed and ready for close-out and follow appropriate process to close projects.
Support the Proposals team in preparation of quotations for customers as requested.
Other related tasks as assigned by management.
Manage projects during the entire project life cycle including the following project critical milestones:

Planning
Define the scope of the project in collaboration with senior management
Review the customer PO and identify concerns, issues, risks, and challenges to be managed and ensure the project is correctly set up in Epicor for proper management, reporting and control
Create a detailed work plan which identifies and sequences the activities needed to successfully complete the project
required to complete the project
Develop a schedule for project completion that effectively allocates the resources to the activities
Review the project schedule with senior management and all other staff that will be affected by the project activities; Initiate project with a Project Kick-off Meeting, and roll-out project communications and reporting routines to the team
Execute the project according to the project plan prepared above
Use existing forms and records to document project activities or advise Manager, Project Management & Manufacturing Strategy if others are needed
Set up files to ensure that all project information is appropriately documented and secured
Monitor the progress of the project and adjust as necessary to ensure the successful completion of the project
Coordinate with Engineering to ensure all customer design requirements are met
Coordinate with Procurement, Manufacturing and QA to ensure budgets, schedules and quality requirements are met
Establish a communication schedule to update stakeholders including appropriate staff in the organization on the progress of the project
Review the quality of the work completed with the project team on a regular basis to ensure that it meets the project standards
Maintain excellent relationships with customers on a project basis including supplying project progress reports, obtaining customer approvals, and negotiating changes effectively

Monitor and Control
Write reports on the project for management and the Project Sponsor
Communicate with the Project Sponsor as outlined in funding agreements
Monitor and approve all budgeted project expenditures
Oversee customer progress payments terms. Provide support in payment collection
Approve the shipping of project deliverables to the customer including checks of all documentation, customer approvals, subcontractors' approvals, and customer acceptance form.
Manage project after shipping including site preparation, installation, testing, start up
Monitor cash flow projections and report actual cash flow and variance to senior management on a regular basis (monthly/bimonthly)
Manage all project funds according to established accounting policies and procedures
Ensure that all financial records for the project are up to date
Prepare financial reports and supporting documentation as outlined in funding agreements
Ensure that the project deliverables are on time, within budget and at the required level of quality
Evaluate the outcomes of the project as established during the planning phase

Formally close project in accordance with defined procedures
Obtain final written customer acceptance and initiate warranty
Prepare and secure approval of Project Closing Report, Lessons Learned log
Prepare project information for archiving as needed

Drive identified, qualified, and approved Innovation initiatives that are aligned to Promation's strategic and business goals through the application of established Project Management protocols.
Establish Project Charters for identified Innovation initiatives that document the ROI calculations/business-case-rationale, budget allocations and definitions, key internal/external stakeholders, investment approvals, required innovation product development cycles, as well as identification and definition of project development gates/, off-ramp evaluation criteria, and key milestones.
Apply established internal PM/PM BOK policies and procedures to ensure rigorous cost monitoring of internal investments in direct labour and material spends to control effective deployment of internally funded expenditures in accordance with established approved budgets
necessary to facilitate the product build and commissioning are effectively complete and captured.

Assist in the development of assigned proposals in response to customer inquiries
Develop new orders and change orders using relationships with customers (assist the Manager, Project Management & Manufacturing and Manager, Applications and R&D in development of new orders)

Relevant engineering disciplines include mechanical, instrumentation & control, civil, mechatronics
~ 3+ years of experience in Project Management
~5-10 years of experience within technical engineering roles
~ Excellent skills in MS software such as Excel, Word, PowerPoint, and MS Project
~ Ability to demonstrate leadership skills and continuously support the team concept across multi-disciplinary project teams.
~ Strong organizational skills to plan, coordinate and monitor projects with a broad range of internal and external personnel.
~ Effective communicator with excellent written and/or verbal communication with the ability to speak to customers, groups and/or suppliers
~ Strong customer service skills with the ability to maintain excellent relationships with customers on a project basis including supplying project progress reports, obtaining customer approvals, and negotiating changes effectively


Competitive salary and benefits package.
Participation in our Retirement Saving Plan & Deferred Profit-Sharing Plan.
Exciting and unique projects to grow and develop your career
A flexible and supportive work environment.

We do not discriminate in hiring based on sex, gender identity, sexual orientation, race, colour, religious creed, ethnic origin, disability, or any other characteristic protected by federal, provincial, or local law.