Project Operations Coordinator

Company Description

About Us

TOMRA Food designs and manufactures sensor-based sorting machines and integrated post-harvest solutions for the food industry, using the world's most advanced grading, sorting, peeling and analytical technology. The company's mission is to enable its customers to improve returns, gain operational efficiencies, and ensure a safe food supply via smart, useable technologies.

TOMRA Food is a member of the TOMRA Group founded in 1972 that began with the design, manufacture, and sale of reverse vending machines (RVMs) for automated collection of used beverage containers. Today TOMRA provides technology-led solutions that enable the circular economy with advanced collection and sorting systems that optimize resource recovery and minimize waste in the food, recycling, and mining industries. This role is within the TOMRA Food division. 

Job Description

The purpose of this position is to support the end-to-end project order processing cycle, ensuring accuracy, efficiency, and timely execution of orders. The Project Order Coordinator will collaborate closely with cross-functional teams to coordinate and execute back office project requirements, maintaining a high level of customer satisfaction.

The purpose of our department is to add value to TOMRA Food by delivering high quality, accurate order management to satisfy the needs of both internal and external stakeholders, with a continuous improvement mindset.

Key Responsibilities:

• Work as a team to deliver on all project order related duties including:
  • Creates and administrates the Project and Project WBS to facilitate accurate coding and logging of transactional activities within the ERP
  • Creating and managing the execution of exceptional project parts requirements. For example, Non-Conformance/backorder parts for projects, referring back to the respective Sales, Project Manager and/or Service teams for any queries or clarification
  • Facilitate the Sales & Operations cycle with key 3rd Party/OEM partner(s). (TBC)
  • Reviews 3rd Party/OEM quotes against DD requirements. Verifies what we are buying is what we’ve sold.
  • Raises and tracks PO’s (incl. invoices) relating to 3rd Party/OEM purchasing.
  • Raises and tracks PO’s relating to Project/Solution ETO, Non-conformances and Warranty.
  • Alignment 3P/OEM revenue recognition to orders
  • Management of exceptional project parts requirements (i.e. late parts processing within the non-conformance guidelines).
  • Spare capacity supports Order management team
• Supports the planning & order management function as required
• Supporting the transition to APAC/EMEA/AMS Regional focus of this Position.

Project Operations

• Manage the complete project and exceptional project parts administration lifecycle, from project/order creation to closure, ensuring accuracy, timely processing, and adherence to established procedures.
• Maintain and organize project-related documentation, including order forms, contracts, and correspondence, ensuring accuracy and accessibility.
• Collaborate with internal and external stakeholders to coordinate project timelines, order data accuracy, and ensure seamless execution.
• Address and resolve project order-related issues, discrepancies, and customer inquiries promptly and professionally.
• Assist in generating and analyzing reports related to order status, inventory levels, and project milestones.
• Provide administrative assistance to the project management team, including scheduling meetings, preparing presentations, and managing correspondence.

Qualifications

• Proficient knowledge of order management structures and processes
• Commitment to continuous improvement
• Intermediate skills in Microsoft Office products, in particular Excel, Word, PowerPoint, and Outlook
• Intermediate level of proficiency in multiple languages preferred
• Accurate data entry skills
• Technically accurate
• Willingness to work cross-functionally and build internal relationships
• Action orientated
• Willingness to challenge and be challenged
• Relationship management and organisational skills
• Builds relationships through trust and maintains them through effective communication

Experience

• Proven experience in order management/administration, project coordination, or a related role.
• Systems knowledge within the Lead to Order and Order to Cash cycle
• Experience with Tier 1 or 2 ERP systems

Education

• An Associates' degree or certification in project administration, order management/fulfilment preferred or an equivalent combination of education and experience.