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Project Coordinator (East Granby, CT)

Local power plant equipment supplier seeking out a Rental Project Coordinator!

The Rental Project Coordinator is responsible for entering and maintaining rental agreements, tracking rental periods for completion and invoicing, as well as regular reporting for the Rental department.

Project Coordinator Responsibilities:

  • Accurate data entry of purchase orders, service contracts, notes etc., utilizing computer systems. Including but not limited to, Great Plains, CRM, Microsoft Word, Excel, Power Point, Power BI and Outlook.
  • Responds to customer inquiries, logistics and critical equipment sales issues, including timely and accurate quotations.
  • Create interdepartmental paperwork/PO’s, service/maintenance contracts, agreements, invoices.
  • Create / revise related work instructions.
  • Quote prices, contract terms, estimated delivery timing, and manages credit apps/terms, insurance documentation.
  • Scrub/augment customer owned asset detail information (unit s/n’s, site specifics, voltages, etc.) for Rental Emergency Power Plan (EPP) and AMS MCC location cards in Great Plains. Own and manage the data contained in EPP MS Access database and help deploy its effective use companywide.
  • Work with AP/AR to ensure timely & proper cash flows in/out of the company.
  • Maintains equipment status records for logistics (pickup, delivery, physical location, rental date & time, service/maintenance dispatch and billing).
  • Maintain rental unit repair status and costing with operations department and parts department.
  • Keep accurate records of DOT compliance on all trailers and help develop plans to keep fleet up to code. (This is owned by Purchasing & Contracts Manager with assistance from the rentals PC)
  • Utilize list of re-rent suppliers (contacts & pricing) to serve immediate turnarounds and emergency response situations.
  • Work with customers to capture power systems needs proactively, establish and maintain EPP profiles with the site contacts to ensure flawless execution of delivery (and setup, where appropriate).
  • Maintain accurate CRM records of quotes, notes, new contacts/updates.
  • Assist with increased demand (storms, outages, etc.) preparation, and other areas of potential revenue.
  • Identify areas of system changes/continuous improvement/streamlining to make the operations of rentals a more competitive line of business for KPS – be it in cost reduction, margin expansion and/or customer response & overall readiness.
  • Provide sales and utilization reports on equipment contracts, attrition, new sales and lost contracts.
  • Participate in a 24/7 on-call rotation for rental emergency service calls, both within local market and throughout the company’s service territory.
  • Assist with prepping and loading rental units and associated equipment as needed for emergency dispatch.
  • Answers and responds to e-mail/telephone inquiries; customer questions, logistics and critical sales issues, working with operations on fulfillment of inventory, as well as working with Accounts Receivable to ensure timely and accurate billing to customers.
  • Process, assemble and submit quotes and orders within established deadlines, as well as verifying and cross referencing all invoices before turned over to Accounts Payable.
  • Process vendor invoices, upload documentation to CRM & Great Plains.
  • Clearly understand and relay the sales engineer’s needs for each order, and process requests for quotations and purchase orders in a timely manner online, over the phone.
  • Actively participate in weekly and quarterly team traction meetings to provide solutions-based problem solving.
  • Recognize the importance of culture and be an active champion of corporate culture.
  • Maintains a list and the relationship of support contractors and transporters.

Project Coordinator Education and Qualifications:

  • High school diploma or equivalent plus two+ years related experience; equivalent combination of education and experience will be considered on a case-by-case basis.
  • Ability to type quickly and accurately.
  • Familiarization with and aptitude for mastery of company computer / business systems use (Great Plains, CRM, and Kohler’s company web site).
  • Ability to have a flexible schedule during peak times and storm outages
  • Ability to multi-task under pressure with excellent attention to detail and organizational skills required.
  • High accountability within a procedural environment with a proven record of providing high level of client service.
  • Exceptional communication skills, both written and verbal required with the ability to present a positive and
  • professional impression while interacting with a diverse population.
  • Ability to understand and communicate technical information required
  • Proficiency in Microsoft Office, specifically Word, PowerPoint, Outlook and Excel as well as ability to master new software programs.

Please call our office at 413-786-9941 to schedule an interview!