Project Coordinator

Clean-energy tech leads to a positive global transformation. Heating homes contribute to 10% of Europe's CO2 emissions. Switching to sustainable solutions offers households a way to achieve net-zero emissions. Aira's mission is to advance the next generation of home energy solutions, creating intelligent, sustainable homes for a meaningful impact. Starting with innovative heat pumps, it will evolve into a comprehensive, intelligent clean energy-tech system and include dynamic electrical tariffs, cutting-edge home solar systems, and advanced battery storage solutions. With industry 4.0 goals in mind and World Class Operations standards we build our world-first Aira Jeden factory in Wrocław (Poland) to bring these innovations to life in 2024. Join Aira Jeden factory team now and lead the green energy revolution together with us at the very beginning, where it all starts . About the role: We are looking for an efficient Project Coordinator to join our team, dedicated to ensuring all the projects are on the right track, decision-makers are updated and the results are delivered on time, with minimum risk and within the budget. All that should be made possible by close collaboration with Project Teams & Managers to oversee project progression, finances and risk but also by streamlining all the information about project status to executive-level stakeholders through precise and impactful slide decks. If you're a proactive flexible communicator with strong organizational skills and you find yourself well in cross-functional everchanging environment, join us in delivering successful projects that surpass expectations. What are the responsibilities?   Project Oversight: Project Coordinator works closely with Project Managers to ensure that projects are completed on time, within budget, and meet client requirements. He/she oversees the day-to-day progression of the project, keeping an eye on administrative tasks. Timeline and Schedule: Project Coordinator tasks are to collaborate with team members to create an agreed-upon timeline and schedule. Throughout the project, track progress, receive updates, and ensure initial goals remain intact. Build a Project Plan incl. tasks, dependencies, critical and important milestones. Maintain Project Plan and escalate delays: follow-up on progress, update based on all available data from project stakeholders and project changes. Communicate to all project stakeholders’ latest timeline changes and follow-up on Project Plan updates. Prepare Project plan overview for Senior Management meetings. Financial Management: Project coordinator has to handle all financials in the project, e.g. spendings vs budget, contracts, invoices, and other relevant documents. He/she may also order office supplies and manage bookkeeping tasks. Create a Project Budget together with Project Manager / Project Director. Maintain Project Budget on monthly basis, based on actual spendings, forecast and project changes. Calculate savings, actuals, forecast breaking down by category, on monthly basis. Prepare Project Budget overview for Senior Management meetings. Handle project Purchase orders, check content, correctness, quantities and order necessity, challenge cost, compare with budget data, pre-approve before Project Director approval. Handle suppliers’ invoices, check correctness according to pre-approved costs, contracts and purchase orders, follow-up on payment due with finance department, communicate to supplier any issues related to financial documents. Risk Management: Project coordinator performs the full range of risk management support work. Drive Risk Log creation sessions together with project team. Ensure maintaining and updating Risk Log by project team input. Update Risk reports for Project meetings, Board meetings, Steering Groups. Communication: Project coordinator ensures and supports regular communication within the project team and other project stakeholders.  Setup meetings. Receive and communicate to the project team all latest updates received from other company departments, adjust project timeline and budget to the new data. Prepare and drive project kick-off meetings, workshops, interdisciplinary meetings, be responsible for meeting minutes keeping and further follow-up on actions defined during the meeting. Prepare PowerPoint materials for board meetings, steering groups, project closing reports according to company requirements and standards. What do you bring to the team? Bachelor’s degree in engineering, business, management or a related field. Additional education in Project Management. Minimum 5 years of experience in Project Management, preferably in engineering projects. Proven experience leading and managing multiple teams in a fast-paced environment. Strong financial and contract management skills. Proficiency in MS Office (Excel, Word, PowerPoint), MS Project, Asana or other project management tools. Fluency in English language is a strong asset. Excellent communication, leadership, and problem-solving skills. Strong ability to create slide decks in PowerPoint, storyline based on input from project stakeholders. As a person we would like you to be/have: High ambition, initiative, and entrepreneurial mindset (self-starter). A personality who thrives in an ever-changing environment and can create structure from the ground up. Fast-moving and solution oriented. Analytical skills. Strong leadership abilities to inspire and motivate. Ability and willingness to travel in Europe. What is in it for you? Private medical care Hands-on experience in a fast-growing scale-up company with career advancement opportunities Development and growth in an entrepreneurial-minded environment Dynamic, supportive, inclusive, solution-oriented culture, tackling challenges and driving meaningful solutions that make a positive impact on the world Aira leads in the next generation of Energy. We are driven by our belief that the power of diversity fuels innovation. We welcome individuals from all backgrounds, cultures, and perspectives to join our team, united in our mission to create a better future for society and the planet.