Project Coordinator

Kapsch TrafficCom develops smart solutions to make mobility safer, more sustainable and efficient for everybody. We design, build and operate traffic management systems including connected vehicles technology and mobility demand management as well as tolling services for cities, roads, tunnels and bridges around the world. We develop data and video analytics platforms, building on state-of-the-art technologies including AI, machine learning, big data and cloud services to enable the digitalization of mobility.

The Project Coordinator will be responsible for supporting multiple Project Managers in terms of the following and report to the VP, Project Controls and Administration.

• Provide specialized administrative support to assigned Project Managers and teams in the onboarding and decommissioning of resources, general coordination and support of the Project Manager.
• Plan, coordinate, and make arrangements for on-site and off-site conferences, meetings and special events.
• Identify administrative steps needed for successful project completion and coordinate those activities and associated communications. 
• Ensure accurate and timely communication to involved parties.  Attend, take notes, record action items, prepare minutes of meetings and perform basic follow-up.
• Maintain a deliverable log to track status of all deliverables, versions, dates, etc.
• Document, track and expedite document and drawing deliverables.  Route transmittals and coordinate changes with participants as necessary.
• Setup and maintain an efficient and secure paper and electronic filing system for each project with properly coded project-related documents and ensure quick retrieval of requested documents.
• Upon project completion, close files and review records to ensure documentation is appropriate and complete.
• Enter data from various sources into spreadsheets and verify input.  Assist project staff in developing and preparing databases, reports and/or presentation materials.
• Create and manage sales orders and purchase order requisitions for project related goods and services, track receipt in coordination with system engineering and supply chain management teams, and coordinate with Accounts Payables department on tracking and payment of vendor invoices.
• Assist the Project Manager in preparing and submitting customer invoices.
• Coordinate with the Project Manager in tracking upcoming and past due A/R and follow-up with the PM and customer as needed.

Skills Needed:

• Familiar with Project Management processes and knowledge of commonly used concepts, practices, and procedures within a related field.
• Proficient with MS Excel, Word, and PowerPoint.
• Experience with corporate finance/accounting systems (e.g., ERP systems).
• Excellent organizational skills and experience working under pressure and deadlines.
• Excellent verbal and written communication skills.
• Ability to adapt to shifting priorities, demands and timelines with a positive attitude.
• Ability to work effectively both independently and in a team-based environment.
• Minimum of 2-3 years experience in an office environment providing administrative support to multiple project teams simultaneously.
• Bachelor’s Degree is preferred but not required.