Job Description
Job Description
We are seeking a highly organized Administrative Project Coordinator to support our Value-Added Products team. This role is ideal for an administrative professional who excels at managing timelines, coordinating documentation, tracking project deliverables, and supporting communication between internal teams, international manufacturing partners, vendors, and customers.
The position is heavily focused on administrative coordination, project tracking, documentation management, pricing support, and logistics administration. The successful candidate will be responsible for ensuring projects move smoothly from concept through commercialization by maintaining accurate records, coordinating information, and keeping stakeholders aligned on key deadlines and deliverables.
Administrative & Project Support
- Provide administrative support for multiple product development and commercialization projects simultaneously.
- Maintain project timelines, trackers, status reports, and action-item logs to ensure deadlines are met.
- Coordinate meetings, prepare agendas, document meeting notes, and distribute follow-up action items.
- Organize and maintain project files, customer records, specifications, presentations, and supporting documentation.
- Monitor project milestones and proactively follow up with stakeholders regarding outstanding deliverables.
Documentation & Logistics Administration
- Manage high-volume documentation related to international shipments, freight forwarding, customs compliance, tariffs, product specifications, and customer submissions.
- Coordinate and track product samples, ensuring accurate documentation, shipment processing, delivery tracking, and customer receipt confirmation.
- Maintain records related to production schedules, shipping timelines, certifications, packaging specifications, and regulatory documentation.
- Assist with preparation and review of commercial invoices, packing lists, freight documentation, and other shipment-related paperwork.
- Support communication with freight forwarders, vendors, factories, and logistics partners to ensure timely execution of shipments and projects.
Pricing & Commercial Support
- Coordinate pricing requests and gather information from internal teams to support customer proposals and new business opportunities.
- Assist with maintaining pricing files, cost worksheets, customer submissions, and proposal documentation.
- Ensure customer-facing materials are accurate, complete, and submitted according to established timelines.
- Support preparation of customer presentations, sell sheets, and commercialization materials.
Cross-Functional Coordination
- Serve as an administrative liaison between Sales, Marketing, Operations, Supply Chain, R& D, Finance, international factory partners, and customers.
- Facilitate communication between stakeholders to ensure project updates, requests, and approvals are completed efficiently.
- Follow up on outstanding tasks and help drive projects forward through strong organization and attention to detail.
- Provide regular project status updates and reporting to leadership.
- 3+ years of administrative, project coordination, operations support, logistics support, supply chain administration, or related experience.
- Strong experience managing documentation, tracking projects, and coordinating multiple priorities simultaneously.
- Experience supporting international business operations, manufacturing, logistics, freight, or supply chain activities is highly preferred.
- Advanced organizational skills with exceptional attention to detail.
- Strong administrative follow-through and ability to manage deadlines in a fast-paced environment.
- Excellent written and verbal communication skills.
- Proficiency with Microsoft Office Suite, including Excel, PowerPoint, Outlook, and Teams.
- Experience working with cross-functional teams and external vendors.
- Bachelor's degree preferred but not required based on experience.