Project Coordinator

Job Responsibilities

• Coordinate and execute day-to-day operational tasks including light equipment maintenance (e.g., UPS batteries, monitors), follow materials inventory procedures, pickup and distribution of orders, and acting as a go-between for shipping & receiving, IT, vendors, and engineering/R&D teams.
• Career Development: Coordinate and support proposal development, including support for statement of work development and budget scoping. Upon project award, support technical leads in project execution, including deliverable and schedule tracking, budget tracking, inventory management, purchasing, subcontract communications, and progress reporting.
• Engage with technical leaders to ensure alignment of resources with technical objectives.
• Support execution management practices: tracking risks, tasks, dependencies, deliverables.
• Operational Communications: Serve as a primary internal point of contact between Quantum Computing R&D/Engineering/Program Management and company stakeholders in finance, facilities, marketing, and legal.
• Process, Compliance & Controls: Support and enforce internal processes such as export control (internally and with vendors), IT security procedures (e.g. secure storage), legal handling of sensitive information, reliability tracking, and periodic follow-ups on open IT and compliance tickets.
• Scheduling, Coordination & Follow-ups: Assist with complex scheduling, scrum rituals, and ad-hoc meetings; track action items; assist with trainings, timesheets, communications, and other required responses.
• Tools, Tracking & Reporting: Maintain and monitor Jira boards (scrum boards and Gantt charts, purchase requests), track reliability and process adherence, ensure seeding meeting notes in Confluence, answer charge code questions, and assist with timesheets completion based on calendar data.

Requirements

• Ability to Learn Fast and Adapt: Demonstrated ability to quickly learn new internal tools, systems, and workflows with minimal guidance. Comfortable adapting to evolving processes, priorities, and requirements in a fast-paced technical environment. Proactive in seeking documentation, asking the right questions, and applying new knowledge independently.
• Search Engines and AI Tools Skills: Be able to effectively search internal Wikipedia and Internet for needed information. Be able to leverage ChatGPT and other AI tools for answering questions before spending human time.
• Strong Organizational & Follow-Through Skills: Demonstrated ability to track multiple workstreams, maintain dashboards, follow up persistently, and ensure tasks are completed without dropping details.
• Communication & Stakeholder Management: Clear, professional communicator who is comfortable nudging, reminding, and coordinating across internal teams, vendors, including navigating conflicting priorities and limited responsiveness.
• Process Awareness & Discretion: Ability to follow and help enforce defined processes, especially around compliance, security, export controls, and sensitive information handling; trusted to exercise good judgment and maintain confidentiality.
• Problem-Solving & Initiative: Self-starter who can identify gaps, propose improvements (e.g., templates, tracking methods, workflows), and take ownership of operational issues without needing constant direction.
• Scheduling & Coordination Skills: Proven ability to schedule complex meetings across multiple calendars, resolve conflicts, and facilitate recurring rituals (e.g., scrums, stand-ups, reviews).
• Attention to Detail: High accuracy in documentation, tracking, labeling, reporting, and procedural tasks where errors could have operational or compliance impact.
• Physical & On-Site Capability: Ability to perform light physical tasks such as moving equipment, handling packages, setting up displays, or working in secure lab or office environments.