Project Coordinator Jobs

Project Coordinator

Toshiba EMEA

Location:
Italy, Bari

Category:
Logistics

Contract Type:
Not provided

Salary:

Not provided

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Job Description:

Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met.

Job Responsibility:

Process, expedite, and ship equipment, software, and documentation to integrators, vendors, and clients worldwide, ensuring that contract and trade compliance requirements are met
Project Setup in Oracle
Evaluate commercial Terms and Conditions (T&C's) of client contracts and Purchase Orders (PO’s)
resolve, refer, or escalate discrepancies and omissions to appropriate personnel as necessary
Compare ERP data to contracts and PO commercial T&C's, identify errors and omissions, and notify appropriate personnel
Evaluate all client PO/Contract requirements related to shipment of equipment
manage all efforts to execute
and escalate issues to Senior Project Coordinator as necessary
Create import/export documentation for international shipments in compliance with all applicable laws and trade regulations
Bank Guarantees
Generate draft Bank Guarantees (BG), and submit to Manager for approval
Execute the BG, as approved by the manager
Project Co-ordination and Logistics
Overall responsibility for the Coordination and management of Project related activity from point of sale through to import and delivery from manufacturing facilities in Tokyo, China and India to delivery at Site within the EMEA territories
Coordinate efforts of a cross-functional team of client, supplier, packer, freight forwarder, carrier, and customs broker, to ensure timely delivery of product
Preparation of Import and contractual compliance documentation Monitor project schedules, identify high risk shipments, and recommend and implement solutions
Create, manage, issue, and reconcile invoice milestones including deferrals, multi-currency and taxes across multiple projects
Record revenue in ERP, verifying contract requirement fulfilment with project leader and/or engineering managers when necessary
Ensure client issues related to commercial documents, invoices, receivables, PO, and schedules are resolved and communicated to clients, escalating to Manager as necessary
Identify, resolve and communicate resolutions to client delivery issues, escalating unresolved issues to Manager
Advise Sales Managers, Project Managers, and clients on proper information required to generate LC's, SBLC’s and Surety Bonds that are executable and complete, as assigned
Advise company personnel on appropriate methods to set up and execute orders and change orders, efficiently and cost effectively
Create and monitor billing related milestones over the course of the project lifecycle, updating the ERP accordingly
Arrange the most cost-effective means of domestic and international shipping and storage, based on the project requirements, negotiating where appropriate for optimal cost, quality, and schedule
Monitor project schedules, identify high risk shipments, and recommend and implement solutions
Analyse freight forwarder’s packing schedule, assist in level loading their factory and forecasting upcoming packing/shipping workload, as necessary
Coordinate efforts of a cross-functional team of client, supplier, packer, freight forwarder, carrier, Trade Compliance, customs broker, and BU operations team to ensure timely delivery of product
Advise internal personnel on international trade requirements to ensure commercial documentation is compliant
Review and approve freight forwarder invoices
Reporting and Analysis
Review assigned business reports, identify potential problem and risk items, validate with appropriate personnel, recommend and implement solutions, and make necessary corrections
Run export determination process, and research and resolve identified errors
Generate commercial invoices, packing lists and other required documentation and supply to internal and external project stakeholders
Determine total freight cost exposure of projects and provide to project operations and sales personnel when necessary
General Employee Accountabilities
Bring full effort to complete tasks assigned by manager
Give manager best advice
Give earliest notice when work cannot be delivered as specified
Cooperate and collaborate with peers and interact cross-organizationally as specified by manager
Exemplify Company Core Values: Integrity, Client Focus, Team Orientation, and Personal Commitment
Comply with all Company policies, practices, and procedures and all regulations and laws
Formulate recommendations for improvement proactively
Ensure effective utilization of business tools and processes

Requirements:

Bachelor’s degree in related field or equivalent education and/or work experience
1 year of experience in project coordination or internal/external client service
Demonstrated knowledge of contract terminology
Excellent keyboarding and computer literacy skills
Demonstrated successful working relationships with clients, suppliers, and other internal and external contacts
Demonstrated successful and positive personal leadership, interpersonal, organizational, administrative, and communication skills
Demonstrated continuous improvement in areas of responsibility
Proficiency in Microsoft Windows, Excel, Word, Outlook, and an ERP
Availability to travel

Nice to have:

Demonstrated experience reviewing and evaluating contract T&C’s, including billing terms, penalties, contract value, milestone payments, BG’s, and International Commercial Terms (INCO)
Demonstrated experience requiring application of international shipping policies
Proficiency in an international shipping document creation and/or trade management software
Proficiency in Oracle E-Business Suite Projects and/or Order Management

Additional Information:

Job Posted:
December 13, 2025

Expiration:
December 31, 2025

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