Project Coordinator

1 week ago


Vaughan, Ontario, Canada Engineering Search Firm Inc Full time

Full Time Position located in Vaughan, ON Site
Organize/Schedule/Coordinate the information for our Weekly Project Meeting


Upon receipt of PO review against our quote, make changes if need be to match PO and set up project.

(If there is a discrepancy on PO advise the customer)

  • Edit Quote/Create Workorder
  • Create Binder / Create folder in server / Add job to Master Project List
  • Give to accounting to invoice (Set up + Invoice to be done within 24 Hours)
  • Notify design team on new project to start on shop drawings (Drawings within
  • 7 days unless otherwise stated)
Upon receipt of payment send out shop drawings/finish sample list received from design team.

  • Follow up with customer every 2 days until approvals are received
  • Once control samples are received give to Production Team to match within a week's timeline (Sample Matches to be reviewed by VP DPM prior to sending to customer/designer for review)
  • Once sample matches are received, send them out to designer for review/approval. (Follow up within 2 days until all is approved)
  • Process to send out samples. Create labels/Letter Head/Take Photos/Packaging/Waybill/Commercial invoice (if required)/Call FedEx to schedule/ Inform customer on tracking info.
  • Once finished sample is approved by designer inform the following departments. Production Team
  • Local Purchasing Team
Fabrics - Follow up with customers on their Fabric

  • If fabrics are to be ordered, advise Purchasing Team to order.
  • Help Ups/FedEx in assisting to clear fabrics if stuck in customs
  • Assist Receiving Team and Production Team if fabric confirmation is required.
  • Once fabrics are received, cut pieces of each fabric, staple on the production shop drawing and file in server.
Shipping - (1 Month) prior to shipping confirm with customer if shipping is Required

  • Following up with accounting to send out final invoice.
  • If shipping is required, get packaging info from shipping, and sent to carrier for a rate / once rate is received send to customer for approval and once approved have accounting send out the final invoice.
  • Once final payment is received inform customer to arrange if it is a pickup
  • If we are shipping contact the carrier to arrange shipment.
  • Get Bill of Lading from carrier and send to shipping for shipment
  • Get commercial invoice (if required)
  • Follow up with carrier / customer on shipment status
Once all is complete file, close project and scan all correspondence/ invoices/ packing slips/photos etc.

Other Duties

  • Keep accounting up to date when we received revised PO to revise their invoice accordingly on their end / also advise design team.
  • Get freight rates for quotes
  • Setup side jobs in the software when required
  • Assist/respond to any other question's customers

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