Project Coordinator

Role Overview: The Project Coordinator provides day-to-day coordination and PMO operational support to Project / Program Managers delivering UAV product development projects under the project milestone framework (M0 to M5). The role keeps schedules, action logs, RAID registers, review packs and project records accurate and current in Zoho Projects, coordinates the logistics of prototype builds, V&V tests, flight trials and customer demonstrations, and ensures the project review cadence runs on time, so that Project Managers and leadership can act on reliable, up-to-date project information.

Key Responsibilities:

• Project Coordination & Schedule Support:
• Maintain project plans, milestone schedules, sprint calendars and task updates in Zoho Projects & Sprints as directed by the Project Manager, keeping M0–M5 milestones, dependencies and task owners current.
• Track cross-functional deliverables and actions across Engineering (Mechanical, Electronics, Software), V&V, Certification, Supply Chain, Quality and Production, and follow up with owners against due dates.
• Coordinate logistics for Mule, Prototype and Pilot builds, V&V test campaigns, flight trials and customer demonstrations – test slots, test articles, material readiness, site readiness and travel.
• Track purchase requisitions, purchase orders (POs) and critical material deliveries for project builds with Supply Chain, and flag delays to the Project Manager.
• Meeting Cadence, MoM & Action Management:
• Organise and support the project review cadence – daily standups, weekly sprint reviews, monthly sprint-planning workshops and milestone / stage-gate reviews – including invites, agendas and attendance.
• Record Minutes of Meeting (MoM), decisions and actions with owners and due dates; maintain the List of Open Points (LOP) and action log, and circulate follow-ups promptly after each review.
• Compile milestone review packs (QCT status, deliverable checklists, Traffic Light (GYR) status inputs) for M0–M5 reviews under the Project Manager’s direction.
• PMO Reporting, Data & Documentation:
• Prepare weekly and monthly project status reports, trackers and dashboards (milestone status, open actions, risks, trial/demo schedule) from Zoho data for Project Managers and the PMO.
• Maintain RAID log (Risks, Assumptions, Issues, Dependencies) entries as advised by the Project Manager and highlight overdue items.
• Manage project document repositories in line with AS9100 QMS documentation requirements – version control of plans, MoMs, test reports, ECR/ECN records and certification submissions.
• Support tracking of V&V test reports and certification documentation (e.g., DGCA Type Certification submissions) against plan.
• PMO Process & Tool Support:
• Apply PMO templates, checklists and standards consistently; highlight data gaps and process deviations to the Project Manager and PMO.
• Support Zoho Projects set-up and data hygiene – project creation, milestone tags, team allocation and portfolio / category tags – and help onboard new users.
• Contribute to lessons-learnt capture and continuous improvement of PMO tools, trackers and reports.

Key Performance Indicators:

• Accuracy and timeliness of project data in Zoho and of weekly/monthly status reports.
• MoMs and action logs issued on time, with consistent follow-up to closure.
• Reviews, builds, trials and demonstrations held as scheduled with logistics ready.
• Project documentation complete and audit-ready against AS9100 QMS requirements.

Qualifications & Requirements:

• Bachelor’s degree in Engineering (Mechanical, Aerospace, Electronics, Electrical or related discipline); a PG qualification in Operations or Project Management is an advantage.
• 4 to 7 years of total experience, including 4+ years in project coordination, project planning or PMO operations in engineering, hardware, aerospace, defence, automotive or manufacturing environments.
• Working knowledge of the project lifecycle, milestone / stage-gate processes, scheduling and basic project controls; exposure to UAV / aerospace product development, V&V or certification is desirable.
• Hands-on proficiency in Zoho Projects (or MS Project / Jira), advanced MS Excel and PowerPoint; dashboarding skills (e.g., Zoho Analytics, Power BI) are desirable.
• CAPM or Agile / Scrum fundamentals certification is desirable.
• Strong follow-up discipline, written communication and attention to detail; willingness to travel to flight-test, trial and customer sites as required.

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