Project Coordinator

Vector Atomic•Pleasanton, CA

8d•Onsite

About The Position

Vector Atomic, an IonQ company, is seeking a hands-on Project Coordinator to assist with project management, scheduling, and contract administration. The role takes ownership of programmatic requirements and develops streamlined processes for their management, tracking, and delivery. The Coordinator works closely with executive leadership, Principal Investigators, physicists, engineers, and the broader team to support technical programs and communicate complex ideas to technical and general audiences. The position supports reporting and program management, creates and edits content for contract deliverables, coordinates review meetings, maintains project schedules and tracking systems, reviews and tracks contract requirements, supports invoice preparation, and contributes to reports and proposals. It is based onsite at Vector Atomic’s office in Pleasanton, California. Employees must meet applicable U.S. export-control eligibility requirements: U.S. citizenship, lawful U.S. permanent residence, or certain refugee or asylee categories.

Requirements

Must be a U.S. citizen (born or naturalized), lawful U.S. permanent resident, or belong to certain categories of refugees or asylees, to comply with U.S. export-control laws.
Strong time-management, organizational, problem-solving, and analytical skills, including the ability to manage priorities and workflow.
Ability to review and edit complex technical details and jargon.
Strong interpersonal skills, including discussing and refining complex ideas and working across different personalities and styles to achieve the best product.
Strong attention to detail and pride in work product.
Proactive approach to identifying ways to improve the organization and support coworkers.
Ability to prioritize and multitask while delivering high-quality work against multiple deadlines.
Broad experience generating high-quality written and presentation materials.

Responsibilities

Support Principal Investigators with report creation and submission, project scheduling and tracking, and program management.
Work with physicists and engineers to synthesize and refine content for target audiences.
Create and edit contract deliverable content, including figures, images, and diagrams, primarily for PowerPoint-based monthly and/or quarterly reports.
Support kickoff, interim, and final review meetings through content creation and scheduling.
Maintain project schedules and organization through a weekly deliverable tracker and project management software, including Smartsheet and Jira.
Participate in internal and external team calls, meetings, and visits.
Review and administer contracts, including flowing down requirements, assisting with revision requests, and tracking requirements for communication to the technical team.
Support accounting by creating and submitting invoices.
Contribute to final reports and proposals.
Develop efficient organizational processes while supporting the team’s get-it-done culture.
Distill and communicate complex ideas to technical and general audiences.