Project Workflow Coordinator

PRIMARY FUNCTION

The Project Workflow Coordinator is responsible for coordinating the administrative workflow supporting customer projects from quote acceptance through production launch. This position serves as the central point of coordination between Sales, Program Management, Production, Government Contracts, Quality, and Finance by ensuring customer documentation, purchase orders, project records, and system data are complete, organized, and processed efficiently.

This role focuses on workflow execution and operational support, allowing technical and commercial teams to focus on customer relationships, contract administration, and project execution.

Key Responsibilities

• Coordinate administrative workflow supporting customer projects.
• Maintain customer purchase orders, documentation, and project records.
• Manage customer portal access and daily portal activities.
• Support project setup and ERP maintenance.
• Coordinate communication between internal departments.
• Maintain organized documentation and ensure data accuracy.
• Identify workflow bottlenecks and recommend process improvements.

Job Duties

Project Administration & Contract Support Workflow

• Route contracts and supporting documentation for review.
• Enter projects and budgets and assist with project kickoff documentation.
• Enter and maintain customer orders within ERP systems.
• Coordinate contract reviews and internal project handoffs between Sales, Production, Program Management, Quality, and Finance.
• Support production scheduling communications as assigned.
• Maintain Certifications & Representations documentation.
• Support SAM registration and customer compliance updates.
• Track required customer documentation and certifications.
• Support compliance documentation activities as assigned.

Customer Portal Administration

• Own customer portal access and account administration.
• Post and retrieve purchase orders and other documents as needed from customer portals.
• Monitor customer portals for new orders, updates, and customer requests.
• Store purchase orders and supporting documentation on internal network drives.
• Prepare and maintain redacted purchase orders for internal distribution.

Documentation & Records Management

• Maintain electronic customer and project files.
• Ensure documentation is accurate, complete, and properly organized.
• Maintain standardized forms and templates.
• Assist with document revisions and controlled document distribution.
• Support document retention and filing requirements.

Stakeholder Engagement & Communication

• Collaborate with Sales, Program Management, Government Contracts, Production, Quality, Finance, and Estimating.
• Communicate project status and administrative requirements across departments.
• Ensure timely processing of customer documentation and workflow requests.
• Escalate workflow issues that may impact project schedules.

Other Responsibilities

• Support continuous improvement initiatives focused on administrative efficiency and workflow standardization.
• Other duties as assigned.

Qualifications

• Associate’s degree preferred; Bachelor’s degree a plus.
• Minimum 2 years of experience in project coordination, sales support, operations, manufacturing administration, or customer service.
• Strong organizational and time management skills.
• Experience working with ERP systems and Microsoft Office.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities in a fast-paced manufacturing environment.
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while collaborating across multiple departments.

PHYSICAL DEMANDS -The physical demands listed are representative of those required to perform the essential job functions. Reasonable accommodation may be provided for individuals with disabilities. Employees frequently stand, walk, reach, climb, balance, stoop, kneel, crouch, crawl, and work from ladders or scaffolds; sitting is occasional. The role requires regularly lifting to 10 pounds, frequently up to 25 pounds, and occasionally up to 50 pounds. Close vision is required.

WORK ENVIRONMENT -The work environment described reflects typical conditions encountered in this role. Reasonable accommodation may be provided for individuals with disabilities. Employees are regularly exposed to electrical shock hazards and frequently to moving mechanical parts.

Export Control Disclaimer: This position will include access to data, technology, and/or software source code that is subject to U.S. export controls under International Traffic in Arms Regulations (ITAR). Employment with The Lincoln Electric Company (D/B/A Baker Industries) is contingent upon either verifying U.S. person status or obtaining any necessary authorizations. Applicants will be required to answer certain questions for export control purposes and information will be reviewed by compliance personnel to ensure compliance with federal law. The Lincoln Electric Company, at its sole discretion, may choose not to apply for a license for such individuals as whose access to export-controlled data, technology, and/or software source code may require authorization. The Lincoln Electric Company may also decline to proceed with an applicant on this basis alone.

HARASSMENT POLICY -Workplace harassment of any kind based on protected characteristics is prohibited. Interference with an employee’s ability to perform job duties may result in disciplinary action, up to and including termination.

ATTENTION: THIRD-PARTY RECRUITERS-Lincoln Electric does not accept unsolicited resumes from third-party recruiters. Resumes submitted without a signed vendor agreement become the property of Lincoln Electric. No fees will be paid unless recruiting efforts are coordinated through the Recruiting Department.

DISCLAIMER -This position may have access to various types of Controlled Unclassified Information (CUI) and/or information and tangible items subject to U.S. export controls, as well as be subject to certain customer/contractual requirements.  Therefore, the individual selected for the position may be required to meet certain citizenship, immigration, and/or location-related requirements, as well as screenings, background checks and additional training.  The Company, in its sole discretion, will determine whether to seek a contractual waiver or regulatory export authorization if required.

Employment is contingent upon meeting applicable qualifications, as determined by the Company, as well as adhering to all relevant federal, state, and local laws and regulations.

This job description may not include all assigned duties, responsibilities, or aspects of the job described, and may be modified at any time at the Employer’s sole discretion.