It’s the start of a new day’s work in the world of Project Coordination. All eyes are on our internal handoff distribution. As the order placements begin streaming in from the Sales team, efficient organization and planning is at the forefront of all of our minds.
Project by project we (myself alongside the 2 other PCs) review the scope of work making sure all documentation matches and is accounted for. Looking for the details now can set the PM up for success during the actual project's course. Secondly, I determine the project manager to be assigned the project, considering their workload and customers for which they are responsible. Upon receipt of Richard’s (Director of Project Management) approval for a green light it’s time to put the job in motion. As a Project Coordinator I stand in the gap between the Sales process and the more tangible Project process.
I spend much of my day in the details, dotting the I’s and crossing the T’s on the checklist (complete accuracy is always the goal). I’m attempting to make sure all of the data in a few different buckets is in order; Financial, Paperwork and Handoff. I complete data entry in two separate systems; QCP, our project tracking software & Acumatica, our financial and production tracking program.
Although coordinating the handoff of the job is a crucial portion of my job, I also have additional objectives to accomplish throughout a job's life span. Today I’ve got quite a few orders to place for Katherine and Lexi (two of our PMs). I also need to send over some financial acknowledgements to our Sales Managers and corresponding Customers.
While handling the daily order entry parts of the job, I also must make sure to provide quality service to our customers, both external and internal, who need my assistance with invoices, preparation for production, shipping, reports and much more. I field a myriad of calls from outside customers mostly asking about different financial documents for their own billing and invoicing purposes. My internal customers (PMs, Procurement & Sales) also rely on me to keep everything clean and clear cut. For many of them who don’t ‘love’ the financial side of things I can also become a quick researcher in answering customer questions.
All in all my end goal is always a successful close-out to each and every job. The more I can help the PM throughout the process and make sure everything money-wise stays on track the better off we all are. For now it’s been a day well worked and I’m ready to go home!