Project Coordinator in Brooklyn Park, Minnesota at Switchback Medical LLC

Summary:

The Project Coordinator provides project support to the Program Management team at Switchback Medical – Minneapolis. The role keeps programs organized and moving: tracking budgets, invoicing, summarizing forecasts, supporting project schedules as needed, coordinating meetings, supporting customer site visits, and managing project documentation so that Project Managers, Program Managers and Directors can focus on customers and execution.

This is a support role. The Project Coordinator does not own program outcomes or direct the work of engineering, quality or operations staff. Success is measured by the accuracy of budget and forecast data, the timeliness of work, trackers and records, the smooth running of meetings and reviews, and how reliably follow-up items get closed out.

Essential Duties and Responsibilities:

Budget and Financial Tracking

? Track project spend against approved budgets, including labor hours, materials and outside services, and report variances to the Program Lead.

? Build and maintain budget summaries that Project and Program Managers can share with customers in weekly update meetings.

? Support the review of customer invoicing against the project budget and quote.

? Maintain records of purchase orders, change orders and vendor quotes for each project.

? Collect monthly forecast information (hours, spend and revenue) from Program Managers, consolidate it for Finance, and follow up on missing or late inputs.

? Gather cost and hours data from Finance and ERP systems to support forecasts and project closeout.

Meeting Coordination and Communication

? Schedule internal project meetings, customer meetings, design reviews and phase gate reviews; prepare agendas and book rooms and resources.

? Take, distribute and file meeting minutes; track action items to closure.

? Support customer site visits.

? Serve as a point of contact for routine scheduling and project requests from customers and internal teams.

Documentation Support

? Set up and maintain project files on SharePoint, Teams and shared drives in line with document control and quality system requirements.

? Route contracts, NDAs, quotes and change orders for review and approval, and track their status.

? Coordinate the routing of change controls and other quality records with the Quality team.

? Support project kickoff and closeout, including setup checklists, archiving deliverables and completing closure checklists.

? Provide general project support to the Program Management team as needed.

Schedule and Status Support (as needed)

? Maintain project trackers and action item logs, and distribute them to project teams on an agreed cadence.

? Assist with schedule updates in MS Project (or equivalent) and status materials for program reviews when requested by Project and Program Managers.

Technical Skills:

? Working knowledge of project schedules, budgets and basic project management concepts; experience tracking project or departmental financials.

? Advanced Excel skills (formulas, pivot tables, charts and data validation); proficient with Word, Outlook and PowerPoint; experience with MS Project or similar scheduling tools is a plus.

? Comfortable with SharePoint, Teams and ERP systems; able to pull and organize data from multiple sources.

? Familiarity with a regulated environment (FDA, ISO 13485, design control, document control) preferred.

? Clear, professional written and verbal communication.

Conceptual Skills:

? Highly organized with strong attention to detail; follows through without reminders.

? Accurate with numbers and financial data; checks work and catches discrepancies before they reach PMs or customers.

? Able to manage multiple projects and shifting priorities at the same time.

? Knows when to escalate an issue and to whom.

? Positive, service-minded approach in a fast-paced environment.

Education/Experience:

? Bachelor’s degree. Degrees in engineering, science, business or finance are a plus.

? Minimum of two years of project coordination, financial tracking, or office support experience.

? Experience in the medical device industry, a CDMO, or another regulated manufacturing environment preferred.

This job description is intended to describe the general nature and level of work being performed by employees assigned to this position. It is not intended to be an entire list of all activities, tasks and skills required of employees in this position.

Summary of Benefits

• Group health & welfare benefits: Options for Medical, Dental and Vision insurance, Health Savings Account (requires participation in eligible medical plan).
• Company-paid benefits: Employee Life Insurance & Accidental Death & Dismemberment (AD&D), Long Term Disability (LTD), Short Term Disability (STD).
• 401(k) Plan with company match
• Paid Time Off
• Paid Parental Leave
• Paid Holidays
• Benefits and incentive compensation may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions.

Compensation

• The typical base pay range for this role is between $95,000-115,000/year. Actual compensation will be based on individual job-related knowledge, skills, expertise, and experience.