Shared Ice Services (“SIS”), a newly created company that will provide essential support services to both of our two operating companies – Nichols Brothers Boat Builders and Everett Ship Repair. SIS, together these two operating companies comprise the heft and might of Ice Cap Holdings’ presence in the maritime community of the Pacific Northwest.
We are seeking a Project Coordinator responsible for providing critical administrative support to project managers and supervisors for assigned projects. This shared position will report dually to the Project Manager for tactical project-specific matters and to the Director of Finance for broader systems-related reporting matters. It will serve as the “glue” between project management, purchasing, engineering, accounting, and production by pro-actively coordinating actions and supplying analysis to Senior Managers and stakeholders of each group. In addition to Finance, Project Management, key stakeholders will include Production, Purchasing, Supply Chain, Scheduling, and Accounting. This position will also provide technical support to production supervisors and project managers on Microsoft Project as well as other technology application support tools supporting project administration and reporting.
What You will Do:
- Support Production and Project Management by:
- For each project, schedule and prepare for project kickoff meetings with PM, Purchasing, Scheduling and Production Teams
- For each project during kickoff phase, allocate budget and EAC’s to Tasks; set Predecessor relationships; and finalize WBS and EAC’s
- Facilitate accurate, timely and compete entry of employee work time in order to meet full range of financial and manufacturing-related reporting requirements.
- Gather information, evaluate validity and reliability (assumes MS Project), distill data, and work with project manager on needed communications to production and finance managers of production variances from forecast and schedules.
- Monitor accuracy, completeness, and timeliness of supervisor-entered employee and contractor work time.
- Work with Project Schedule Coordinator to provide support and direction as needed to line supervisors to ensure accurate and timely time reporting.
- Work with Project Schedule Coordinator to administer weekly schedule hygiene practices designed to achieve needed accuracy and timeliness on such fields as:
- Daily reports of inaccurate codes
- Weekly updates on closed activities – and verification of actual closure
- Confirmation of accuracy of list of closed codes
- Assure that reporting on Activities and Codes completed are in fact complete, minimizing need to re-open them at later stages.
- On a weekly basis, and for each project during its production phase:
- Order Materials for Released Tasks
- Create & Distribute Work packages for each Released task
- Update project progressing, ETC updates by Task
- Evaluate need for new tasks or edits to existing work, add/edit
- Identify for weekly PM planning meeting:
- determine new tasks to Release
- determine old tasks to Close
- Facilitate creation of change requests to budgets and forecasts by assisting Project Managers in creating accurate forecast modifications, change orders or budget transfers.
- Receive project change orders, cost estimates, and cost forecasting information from project teams and input to accounting system.
- Assist project teams with document management and distribution (RFIs, submittals, subcontract change orders, etc.).
- Work with AP department for vendor management and compliance (W-9, reseller permit, lien releases, etc.).
- Support reporting and analysis on project progress and performance using Microsoft Project
- Support Project Managers with Project Management Review presentations
- Ensures that weekly data is loaded into tools to track scheduling versions
- Runs analysis reports comparing scheduling against actual performance
- Produce the Project Analysis weekly, ensuring readiness for what applicable look-ahead period shows is being released to production.
- Investigates variances, determines root cause, reports back to Senior Managers
- Support Finance and Planning by:
- Perform weekly analysis for slippages or opportunities for accelerating milestone billings
- Enters new dates and amounts in standardized reports, for inclusion in Cash Flow forecast
- Analyze for potential mitigation of negative changes to milestones
- Analyze project performance by comparing forecast and budget to actual performance by period, including analysis of Purchasing price improvements
- Create and maintain weekly cash forecast
- Assist in true-up of monthly financial reporting with Project Analysis results
- Investigate variances and find root causes
- Determines how project deviated from the estimates, feeding information back to Estimating Dept.
- Record variances and explanations for Project Postmortem analysis
- Assist in long range forecasting of project billing, including awareness of milestone dates and amounts; and provide early warning of delayed billings and receipts.
- Perform weekly analysis for slippages or opportunities for accelerating milestone billings
- Support Purchasing / Supply Chain function:
- Identify and order materials needing long lead times
- Assist in tracking the material ordering schedule (MOS) to ensure materials and information arrive and are provided as required to support production and engineering
- Coordinate materials delivery and storage requirements, tracking materials after Purchase Order sent, ensuring production requirements are satisfied.
- Hold Purchasing specialists accountable for accurate delivery dates
- Coordinates timing and placement of materials to enable most efficient production consumption possible.
- Constructively participate in and execute thoughtful and effective IT integration relative to payroll, attendance, and time management functions to include Microsoft Project, Paycom and Sage X3.
- Performs miscellaneous job-related duties as assigned.
What You Bring to Our Team:
- Experience and training are such that will bring level of expertise and professionalism that will build brand of both operating companies
- Bachelor’s Degree or equivalent work experience, which may be satisfied by five years of shipyard-based production control support, scheduling, or scheduling support experience.
- Strong client service orientation when serving our operating entities, adapting to the cultural realities on the ground in each operating company.
- Knowledge of shipyard production procedures, government regulations, ship repair methods and administrative procedures preferred.
- Ability to work with various file structures (pdfs, advanced in Excel, managing data)
- Team player, keen sense of urgency, problem solving/analytical ability.
- Ability to work in a fast-paced environment and manage multiple priorities, also flexibility to re-prioritize based on urgency.
- Proficiency in Paycom and Microsoft Project preferred; ability to learn and develop such proficiency required.
- Previous experience with MRP, manufacturing, or procurement
- Excellent organization skills, communication skills and customer service skills.
- Proficiency at the “master” level in Excel, Access and managing data
- Fluency in Basic Job Cost Accounting Structure and Operation
Pay: $55,000.00 – $80,000.00 per year
Benefits:
- 401(k) and 401(k) matching
- Health insurance
- Health savings account
- Dental insurance
- Group Life Insurance with Optional supplemental life and disability insurance programs
- Paid time off
- Vision insurance
- Employee Assistance Program
- Culture of Learning with State-Certified Apprenticeship Programs
