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.
- Solid 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)

📌 Project Coordinator (Pune)
🏢 Unbox Robotics
📍 Pune