Project Workflow Coordinator

Project Workflow Coordinator

Lincoln Electric is a high-performance industrial machinery and technology leader who helps customers manufacture and maintain vital equipment and infrastructure. Lincoln Electric's innovative solutions enable higher quality and productivity across a variety of processes including welding, cutting, brazing, machining, process automation, and field repair. The Company leverages proprietary technologies and expertise in materials science, power electronics, automation, and intelligent software to help customers build better and achieve resilience in their operations.

Headquartered in Cleveland, Ohio, Lincoln Electric is the essential 'Linc' that keeps the economy running. The Company operates 71 manufacturing and automation facilities across 20 countries and serves customers in over 160 countries.

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…