Project Coordinator

Project Coordinator

Location: Viman Nagar, Pune

Department: Projects / Program Management

Employment Type: Full-Time.

Position Overview

We are looking for a diligent and well-organised Project Coordinator to support the planning, tracking, and execution of hardware and product development projects. This is an execution and coordination role, not a technical design role. The candidate will work closely with engineering, manufacturing, quality, procurement, and vendor teams to ensure that project timelines, documentation, and deliverables stay on track, and will act as the day-to-day point of contact for status updates, follow-ups, and coordination across teams.

This position is suited to candidates who have moderate experience in project support/coordination roles and are looking to build a long-term career in project and program management within an engineering or manufacturing environment.

The role also involves regular, direct communication with end clients, so the candidate is expected to be comfortable representing the company professionally in client-facing interactions, in addition to internal coordination.

Key Responsibilities

• Maintain and update project schedules, trackers, and status dashboards for ongoing engineering and manufacturing projects.
• Coordinate with design, manufacturing, quality, procurement, and vendor teams to track task ownership, deadlines, and deliverables.
• Act as a day-to-day point of contact for end clients, providing regular project status updates, timelines, and clarifications on progress.
• Schedule and coordinate client calls, review meetings, and site visits, and prepare client-facing status reports, minutes, and follow-up communication.
• Route technical or design-related client queries to the appropriate internal team, and follow up to ensure timely, accurate responses back to the client.
• Maintain a professional and responsive relationship with client-side coordinators/points of contact, and escalate client concerns internally where needed.
• Schedule and organise project review meetings, prepare agendas, circulate minutes, and follow up on action items until closure.
• Track material and component procurement status, coordinate with vendors and stores on delivery timelines, and flag delays proactively.
• Maintain project documentation, including design review records, test reports, approval sheets, and correspondence, in an organised and retrievable manner.
• Assist in preparing project status reports, presentations, and summaries for internal management review.
• Support coordination of prototype builds, testing schedules, and qualification activities by liaising between engineering and manufacturing teams.
• Track open issues, non-conformances, and pending approvals, and follow up with the concerned teams for timely resolution.
• Coordinate travel, logistics, and documentation requirements for site visits, vendor visits, or customer meetings, as required.
• Maintain filing and version control of drawings, BOMs, and project documents, ensuring the latest approved versions are accessible to relevant teams.
• Raise purchase requisitions, follow up on approvals, and coordinate with the purchase/stores function on routine project needs.
• Support onboarding coordination for new project-related vendors or contractors, including basic documentation and compliance checks.
• Escalate schedule risks, resource constraints, or coordination gaps to the project lead in a timely manner.
• Assist with general administrative and coordination tasks associated with running multiple concurrent projects.

Qualifications and Experience

• Bachelors degree in engineering, Science, Business Administration, or a related discipline.
• Experience in project coordination, project support, or administrative roles, preferably in an engineering, manufacturing, or hardware product environment. Freshers with strong organisational ability are welcome to apply.
• Good working knowledge of MS Office/Google Workspace, particularly Excel/Sheets for tracking and reporting.
• Familiarity with basic project tracking tools (e.g., MS Project, Trello, Jira, or similar) is preferred but not mandatory.
• Strong organisational skills with close attention to detail, and the ability to manage multiple tasks and follow-ups simultaneously.
• Clear written and verbal communication skills, with the ability to coordinate confidently across engineering, manufacturing, vendor, and end-client teams.
• Comfortable and professional in direct client-facing interactions (calls, meetings, and written updates), with good email and reporting etiquette.
• A proactive, ownership-driven attitude, with willingness to follow up persistently until tasks are closed out.
• Basic understanding of engineering/manufacturing workflows is an advantage, though prior domain expertise is not required.

Added Advantage

The following are not essential requirements, but will be considered favourably:

• Prior exposure to hardware, electronics, or defence/ruggedised product environments.
• Experience assisting with vendor coordination, procurement follow-up, or documentation control.
• Familiarity with basic quality/documentation systems (ISO, ECN/ECO processes, or similar).

Disclaimer

This job description is provided for reference purposes only. The roles, responsibilities, and scope of work may vary at the time of appointment based on organizational requirements and project assignments.