The Role
Coordinates technical projects within the PMO by managing schedules, scope, risks, costs, action logs, quality controls, procurement activities, and stakeholder communications. Liaises with engineering teams, vendors, contractors, and clients; prepares project reports and facilitates meetings. Supports Agile and hybrid delivery, change control, contract administration, earned value tracking, process improvement, and digital PM tool adoption. The role is intended to develop into a Project Manager position.
Summary Generated by Built In
ABOUT THE ROLE
The Project Coordinator is a critical execution engine within the PMO, responsible for translating strategic project plans into daily operational reality. With 1–3 years of project experience and a mandatory engineering foundation, this role sits at the crossroads of technical delivery, stakeholder management, and process governance.
You will work alongside Project Managers and cross-functional engineering teams to drive on-time, on-budget delivery of complex projects, while building the expertise to grow into a fully-fledged Project Manager.
This role is designed for professionals who are detail-oriented yet commercially aware, technically fluent yet people-centric, and process-driven yet creative in problem-solving.
KEY RESPONSIBILITIES
1. Project Planning & Schedule Management
- Develop, maintain, and control detailed project schedules using MS Project, Primavera P6, or Smartsheet, covering scope, WBS, milestones, and critical path.
- Support the creation and maintenance of Project Charters, Scope Statements, and Project Management Plans in alignment with PMI/PMBOK standards.
- Monitor schedule performance indicators (SPI, CPI) and proactively flag deviations; recommend corrective actions to the Project Manager.
- Manage project baseline changes through formal change control processes, assessing the scope, cost, and schedule impact of change requests.
2. Engineering & Technical Coordination
- Serve as the liaison between engineering disciplines (mechanical, electrical, civil, or relevant domain) and the Project Manager, translating technical progress into project-level reporting.
- Track technical deliverables, design approvals, and engineering milestones against the project plan; escalate risks proactively.
- Coordinate reviews of technical documents, drawings, specifications, and inspection reports with internal and external stakeholders.
- Support constructability reviews, technical risk assessments, and engineering change management processes.
3. Risk, Issue & Quality Management
- Own and maintain the RAID Log (Risks, Assumptions, Issues, Dependencies), facilitating regular reviews and driving resolution ownership.
- Conduct structured risk identification workshops; support quantitative and qualitative risk analysis using probability-impact matrices.
- Monitor quality control checkpoints and ensure deliverables meet contractual, regulatory, and client specifications.
- Prepare non-conformance reports (NCRs) and track corrective and preventive action (CAPA) closure.
4. Stakeholder Communication & Reporting
- Prepare and distribute stakeholder-ready project status reports, dashboards, and executive summaries on weekly and monthly cadences.
- Facilitate project meetings, workshops, and technical reviews, including agendas, minutes, action tracking, and follow-ups.
- Build and maintain strong working relationships with internal teams, vendors, contractors, and clients, including international accounts where applicable.
- Translate complex technical and project information into clear, concise communication tailored to executive, technical, and client audiences.
5. Cost, Procurement & Contract Coordination
- Support project cost tracking and budget variance analysis; maintain up-to-date cost reports and earned value data.
- Coordinate with procurement and supply chain teams on vendor or subcontractor onboarding, PO issuance, and delivery tracking.
- Assist in contract administration, including monitoring deliverable obligations, tracking milestones tied to payments, and flagging contractual risks.
- Maintain procurement trackers and support invoice verification and approval workflows.
6. Agile, Hybrid & Continuous Improvement
- Actively participate in Agile ceremonies where applicable, including sprint planning, stand-ups, retrospectives, and backlog grooming.
- Contribute to process improvement initiatives by identifying inefficiencies, mapping current-state workflows, and proposing optimized future-state solutions.
- Support lessons-learned sessions and ensure outputs are captured and incorporated into the PMO knowledge base.
- Champion digital adoption of PM tools, automation, and AI-assisted workflows to improve team productivity.
REQUIREMENTS
Mandatory: Education
- Bachelor’s or Master’s degree in Engineering. Relevant disciplines include Mechanical, Electronics, Electrical, Mechatronics, or related fields.
Mandatory: Relevant Industry Knowledge
- 1–3 years of hands-on experience in a project environment within a relevant industry.
Experience & Certifications
Mandatory
- 1–3 years of project coordination or project management experience in a technical or engineering environment.
- Demonstrated ability to independently manage project scope, schedules, risks, costs, action logs, and multi-stakeholder communication.
- Proficiency in at least one project scheduling tool such as Jira, Smartsheet, or equivalent.
- Strong command of the MS Office Suite, including advanced Excel (pivot tables, VLOOKUP, dashboards) and PowerPoint.
Nice to Have
- PMI CAPM, PMP, PRINCE2 Foundation, or PMI-ACP certification.
Preferred
- Experience with Agile or Scrum frameworks alongside traditional waterfall or hybrid delivery models.
- Familiarity with Earned Value Management (EVM) concepts and cost-schedule integration.
Nice to Have
- International project or customer exposure, including coordination across geographies, time zones, or regulatory environments.
- Experience with Power BI, Tableau, or similar data visualization platforms for project reporting.
SOFT SKILLS — MANDATORY & NON-NEGOTIABLE
Communication Excellence
- Articulates project status, risks, and changes with precision and confidence to both technical and executive audiences. Demonstrates active listening; written communication is clear, structured, and error-free.
Stakeholder Management
- Builds credibility and trust across organizational levels. Manages competing stakeholder interests with diplomacy, tact, and data-backed reasoning.
Negotiation & Influencing
- Negotiates timelines, resource commitments, and scope boundaries without escalating conflict. Influences without authority by earning buy-in through preparation and empathy.
Conflict Resolution
- Identifies tensions early and facilitates constructive resolution. Remains calm, objective, and solution-oriented under pressure or ambiguity.
Accountability & Ownership
- Takes full ownership of assigned workstreams. Proactively flags risks, proposes solutions, and closes actions on time.
Cross-cultural Sensitivity
- Demonstrates awareness and respect for diverse cultural norms, essential for international customer engagement and global team collaboration.
Structured Problem-Solving
- Applies logical frameworks such as 5-Why, Fishbone, and PDCA to diagnose root causes and drive sustainable corrective actions.
Adaptability & Resilience
- Maintains high performance through scope changes, ambiguity, and shifting priorities. Reframes setbacks as learning opportunities.
INTERNATIONAL CUSTOMER EXPOSURE
Nice to Have — Differentiating Advantage
Candidates with international exposure will be prioritized when all other factors are equal. This includes:
- Managing or coordinating deliverables for customers across multiple geographies or time zones
- Interfacing directly with international client project teams, including attending reviews, resolving issues, and managing expectations
- Navigating cross-cultural communication dynamics and adapting stakeholder engagement styles accordingly
- Understanding international project standards, export compliance, or multi-currency project environments
- Language skills beyond the native tongue are an advantage (Arabic, French, Spanish, Mandarin, or German preferred)
Skills Required
- Bachelor's or Master's degree in Engineering, such as Mechanical, Electronics, Electrical, Mechatronics, or a related discipline
- 1-3 years of hands-on experience in a project environment within a relevant industry
- 1-3 years of project coordination or project management experience in a technical or engineering environment
- Ability to independently manage project scope, schedules, risks, costs, action logs, and multi-stakeholder communication
- Proficiency in at least one project scheduling tool, such as Jira, Smartsheet, or equivalent
- Strong command of Microsoft Office, including advanced Excel skills with pivot tables, VLOOKUP, and dashboards, plus PowerPoint
- PMI CAPM, PMP, PRINCE2 Foundation, or PMI-ACP certification
- Experience with Agile or Scrum frameworks alongside traditional waterfall or hybrid delivery models
- Familiarity with Earned Value Management concepts and cost-schedule integration
- International project or customer exposure across geographies, time zones, or regulatory environments
- Experience with Power BI, Tableau, or similar data visualization platforms
- Additional language skills, including Arabic, French, Spanish, Mandarin, or German
- Strong communication, stakeholder management, negotiation, influencing, conflict resolution, accountability, cross-cultural sensitivity, structured problem-solving, adaptability, and resilience
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The Company
What We Do
Unbox Robotics builds software-defined robotics systems to enable logistics players to automate and radically improve their operations on-demand in a limited footprint and capital. We are applying proprietary Swarm Intelligence and ML algorithms inspired by nature to redefine the way companies sort and ship orders. Our 1st product UnboxSort is the world's first of its kind patented AI-powered parcel sorting robotic system that gets installed in <2 weeks, saves ~50% - 80% area, and improves productivity by > 3X to 5X. We have a strong team of alumni from the National University of Singapore, the University of York, and the Indian School of Business with international experience in robotics, manufacturing, and logistics. We are backed by 3one4 Capital, Sixth Sense Ventures, SOSV, Entrepreneur First, Redstart Labs (Info Edge), Arali Ventures, CIIE, Beenext, WEH Ventures, Force Ventures, Veda VC, and an impressive set of angel investors.
