Projects & Documentation Coordinator

Job description

Who we are : Johnson Controls, a global leader in thermal management, mission-critical building systems, energy efficiency, and decarbonization, helps customers use energy more productively, reduce carbon emissions, and operate with the precision and resilience required in rapidly expanding industries such as data centers, healthcare, pharmaceuticals, advanced manufacturing, and higher education. For more than 140 years, Johnson Controls has delivered performance where it really matters. Backed by advanced technology, lifecycle services and an industry-leading field organization, we elevate customer performance, turn goals into real-world results and help move society forward. What will you do? The Project & Documentation Coordinator will play a vital role in supporting the Contracts Manager and project teams by ensuring the efficient coordination and management of project documentation, schedules, logistics, purchasing, expediting and administrative tasks. This role requires a detail-oriented professional who can manage multiple priorities, maintain accurate records, and facilitate communication across project stakeholders. The ideal candidate will contribute to the smooth execution of engineering projects while adhering to company standards and processes. Documentation Management:  • Organize, maintain, and update project documentation, ensuring accuracy and completeness.  • Manage document control processes, including version control and archiving.  • Prepare and distribute project reports, drawings, and other documents to relevant stakeholders.  • Ensure compliance with documentation standards and procedures.  Project Coordination:  • Assist in planning and tracking project schedules, milestones, and deliverables.  • Coordinate meetings, prepare agendas, and record minutes for project-related discussions.  • Support project teams in monitoring progress and identifying potential risks or delays.  • Communicate with subcontractors, suppliers, and internal teams to ensure alignment on project objectives.  Administrative Support:                                                                                                                                                        • Handle administrative tasks related to contracts, procurement, and project approvals.  • Manage correspondence, ensuring timely responses to inquiries from internal and external stakeholders.  • Assist in onboarding new team members and ensuring they have access to required project tools and information.  • Provide support to Contracts Manager on various administrative and reporting tasks required.  Compliance and Reporting:  • Support compliance with company policies, industry standards, and contractual requirements.  • Prepare and submit project-related reports, ensuring accuracy and timeliness.  • Work closely with the Contracts Manager to identify and resolve discrepancies or issues.  Purchasing and Expediting:  • Collaborate with procurement teams to ensure timely purchasing of materials, equipment, and services required for projects.  • Monitor purchase orders to ensure delivery schedules are met and proactively address issues or delays with suppliers.  • Track and expedite orders to ensure critical components are available on time, minimizing any project delays.  • Liaise with suppliers and subcontractors to resolve discrepancies in orders, invoices, or delivery schedules.  • Maintain accurate records of purchasing activities, including supplier contracts and delivery receipts.  Logistics Coordination:  • Coordinate shipping and transportation of materials, components, and equipment across global locations.  • Work closely with logistics providers to ensure compliance with customs and import/export regulations.  • Track shipments to identify and resolve delays or issues, ensuring all project deadlines are met.  • Prepare shipping documentation (e.g., packing lists, bills of lading, and customs forms) accurately and on time.  • Optimize logistics processes to reduce costs and improve efficiency while maintaining delivery quality.  Continuous Improvement:  • Identify opportunities for process improvements and implement best practices in project management.  • Contribute to the development and enhancement of project management methodologies within the organization.  Project Management Support:  • Assist project managers in preparing schedules, tracking milestones, and monitoring progress against project timelines.  • Coordinate project meetings, including scheduling, agenda preparation, and minute-taking to ensure follow-up actions are carried out.  • Support risk management activities by identifying potential delays or challenges and providing actionable solutions.  • Help prepare financial and progress reports for internal management and clients.  • Provide administrative support for project approvals, change orders, and other project-related documentation.  Communication and Stakeholder Management:  • Serve as a central point of contact for project-related inquiries, ensuring timely and accurate responses.  • Facilitate clear communication between internal teams, subcontractors, suppliers, and