Project Coordinator

Dragonfly is a Convergent Research Focused Research Organization (FRO). Our mission is to capture the faint cosmic web of gas that connects galaxies across the universe, using a groundbreaking distributed-aperture telescope with over 1000 high-end telephoto lenses. 

 

For more information on our project please visit our website.

 

We are looking for a highly motivated Project Coordinator to join our dynamic team. In this key role, you will help in updating and monitoring the project inventory, tracking thousands of components from purchase to installation. Reporting to the Project Administrator, you will closely collaborate with the other members of the Dragonfly team, working directly with a technical team of 4-5 members. This position is a short-term contract for six months with a possibility of extension.

• Monitor shipment-related emails and identify items that require follow-up, escalation, or clarification.

• Flag delayed, stalled, or at-risk shipments to Project Administrator and Director.

• Notify Project Administrator and Director when key shipments are delivered or when delivery confirmation is received.

• Assist with preparing shipment documentation, including FedEx labels, commercial invoices, packing lists, and related customs/shipping paperwork.

• Track order status from the time an order is placed through to delivery, including following up on delays or missing updates.

• Maintain daily inventory updates and help ensure inventory records are accurate and current.

• Monitor inventory levels and flag items that are running low or may require replenishment.

• Support communication with local partners regarding shipment status, documentation, and delivery notifications.

• Help coordinate team travel logistics, including trip planning support, schedules, accommodations, transportation, and related coordination tasks.

• Support general project coordination needs as they arise, particularly related to logistics, procurement, inventory, and team travel.

• Exceptional communication, independence and problem resolution skills.

• Excellent time management and organizational skills

• Proficiency in Microsoft Office Suite of applications (or similar office suite softwares, e.g., Google Docs/Sheets)

• Education: Bachelor’s degree in business communication, administration, or related field

• Asset: Familiarity with task management software (such as Jira, ClickUp, Notion, MS Project, etc.) including creating custom tasks, dashboards, and Gantt charts

• Asset: Experience working in a start-up or start-up-like environment