Project Coordinator
Unbox Robotics
Administration
Pune, Maharashtra, India
Posted on Mar 13, 2026
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 — assess 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 PM — 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) — facilitate regular reviews and drive 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/preventive action (CAPA) closure.
4. Stakeholder Communication & Reporting
- Prepare and distribute stakeholder-ready project status reports, dashboards, and executive summaries on weekly/monthly cadences.
- Facilitate project meetings, workshops, and technical reviews — own agendas, minutes, action tracking, and follow-up.
- 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 communications 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/subcontractor onboarding, PO issuance, and delivery tracking.
- Assist in contract administration — monitor deliverable obligations, track milestones tied to payment, and flag contractual risks.
- Maintain procurement trackers and support invoice verification and approval workflows.
6. Agile, Hybrid & Continuous Improvement
- Actively participate in Agile ceremonies where applicable — sprint planning, stand-ups, retrospectives, and backlog grooming.
- Contribute to process improvement initiatives — identify inefficiencies, map current-state workflows, and propose optimized future-state solutions.
- Support lessons-learned sessions and ensure outputs are captured and actioned into the PMO knowledge base.
- Champion digital adoption of PM tools, automation, and AI-assisted workflows to increase team productivity.
REQUIREMENTS
MANDATORY: Education
Bachelor's or Master's degree in Engineering is required. Relevant disciplines include:
- Mechanical, Electronics, Electrical, Mechatronics, Engineering
MANDATORY: Relevant Industry Knowledge
1–3 years of hands-on experience in a project environment within a relevant industry is required.
Experience & Certifications
MANDATORY
1–3 years of project coordination or project management experience in a technical/engineering environment
MANDATORY
Demonstrated ability to manage project scope, schedules, risks, Cost, action logs, and multi-stakeholder communications independently
MANDATORY
Proficiency in at least one PM scheduling tool: Jira, Smartsheet or equivalent
MANDATORY
Strong command of MS Office Suite — advanced Excel (pivot tables, VLOOKUP, dashboards), PowerPoint storytelling
NICE TO HAVE
PMI CAPM, PMP, PRINCE2 Foundation, or PMI-ACP certification
PREFERRED
Experience with Agile/Scrum frameworks alongside traditional waterfall or hybrid delivery
PREFERRED
Familiarity with Earned Value Management (EVM) concepts and cost-schedule integration
NICE TO HAVE
International project or customer exposure — coordinating across geographies, time zones, or regulatory environments
NICE TO HAVE
Experience with Power BI, Tableau, or similar data visualization platforms for project reporting
SOFT SKILLS — MANDATORY & NON-NEGOTIABLE
Competency
Behavioral Standard Expected
Communication Excellence
Articulates project status, risks, and changes with precision and confidence to both technical and executive audiences. Active listener; written communications are 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 — earns 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. Does not wait to be told — 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 (5-Why, Fishbone, 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 — attending reviews, resolving issues, managing expectations
- Navigating cross-cultural communication dynamics and adapting stakeholder engagement styles accordingly
- Understanding of international project standards, export compliance, or multi-currency project environments
- Language skills beyond native tongue are an advantage (Arabic, French, Spanish, Mandarin, or German preferred)