Project & Task Coordinator

Job Summary

Porous Materials Inc. is looking for a highly organized and proactive Project & Task Coordinator who can track, coordinate, and report the status of all ongoing company activities. The person will be responsible for maintaining clear visibility of machine status, engineering tasks, assembly work, administrative follow-ups, website/marketing tasks, vendor coordination, customer-related tasks, and internal team activities.

The main responsibility of this role is to ensure that management always has a clear and updated picture of what work is completed, what is in progress, what is pending, who is responsible, what is delayed, and what needs immediate attention.

This position requires strong follow-up skills, attention to detail, coordination ability, reporting discipline, and the ability to work across multiple departments, including engineering, production, assembly, admin, sales, website, purchasing, and management.

Key Responsibilities

1. Task Tracking & Follow-up

• Maintain a complete master task list for all ongoing company work.
• Track the status of every task: Not Started, In Process, Pending, On Hold, Completed, or Delayed.
• Follow up with the responsible team members regularly to get real-time updates.
• Highlight urgent, delayed, or critical tasks to management.
• Ensure no task is missed, forgotten, or left without follow-up.
• Maintain task priority levels such as High, Medium, and Low.
• Track expected completion dates and actual completion dates.

2. Machine Status Coordination

• Track the status of all machines under manufacturing, assembly, testing, calibration, repair, or shipment.
• Coordinate with mechanical, electrical, software, assembly, and testing teams to get machine-wise updates.
• Maintain a machine status report, including:
• Machine name/model
• Serial number
• Current stage
• Pending parts
• Assembly status
• Testing status
• Calibration status
• Issues/problems
• Expected completion date
• Highlight machines that are delayed or require management attention.

3. Internal Team Coordination

• Coordinate between different teams, including engineering, assembly, admin, purchasing, sales, website, and management.
• Ensure the right information reaches the right person on time.
• Follow up with team members for assigned work and deadlines.
• Help management understand where work is stuck and who needs support.
• Arrange or support internal coordination meetings when required.

4. Daily / Weekly Reporting

• Prepare daily or weekly task status reports for management.
• Prepare summary reports showing:
• Completed tasks
• In-process tasks
• Pending tasks
• Delayed tasks
• Critical issues
• Next action required
• Person responsible
• Create clear management-level reports for Dr. Gupta and senior leadership.
• Maintain proper records of updates received from team members.
• Prepare highlight reports for urgent matters requiring immediate decisions.

5. Administrative & Clerical Coordination

• Track administrative work such as emails, documents, approvals, forms, vendor follow-ups, customer follow-ups, and internal documentation.
• Maintain organized records of important communications and task updates.
• Support documentation related to projects, machines, customer orders, purchasing, and internal operations.
• Follow up on pending emails, approvals, quotes, purchase orders, and reports.

6. Vendor, Customer & External Coordination

• Follow up with vendors for quotes, parts, delivery status, and technical details.
• Coordinate with customers or external parties when assigned by management.
• Track pending quotations, purchase requests, order status, and delivery timelines.
• Maintain vendor/customer follow-up status in an organized format.

7. Website, Marketing & Other Company Projects

• Track website-related tasks, SEO updates, marketing work, catalog updates, product content, and other non-engineering company projects.
• Coordinate with internal or external teams working on digital, marketing, or website assignments.
• Maintain status reports for these activities as part of the master task tracker.

8. Issue Escalation

• Identify tasks that are delayed, blocked, or repeatedly pending.
• Escalate important issues to management with clear details.
• Highlight what decision, information, material, or approval is needed to move the task forward.
• Ensure management gets early warning before delays become serious.

Required Skills

• Strong task management and follow-up skills.
• Excellent coordination and communication ability.
• Ability to work with technical and non-technical teams.
• A good understanding of basic engineering, machine assembly, production, or manufacturing workflow is preferred.
• Strong Excel / Google Sheets/task tracking skills.
• Ability to prepare clear and simple reports.
• Strong attention to detail.
• Ability to handle multiple tasks at the same time.
• Good email writing and documentation skills.
• Self-driven, disciplined, and proactive.

Preferred Experience

• 3–5 years of experience in project coordination, operations coordination, production coordination, admin coordination, or task management.
• Experience in a manufacturing, engineering, machinery, instrumentation, or technical company is preferred.
• Experience coordinating between engineering, production, purchasing, vendors, and management will be an advantage.
• Experience using Excel, Google Sheets, Trello, Asana, Monday.com, ClickUp, Odoo, ERP, or similar tools is preferred.

Key Performance Indicators

• Accuracy of task status reports.
• Timely follow-up on pending tasks.
• Reduction in missed or forgotten tasks.
• Clear visibility of machine/project status.
• Timely escalation of delayed or blocked tasks.
• Quality of daily/weekly management reports.
• Coordination effectiveness between departments.
• Completion tracking of important company priorities.

Expected Output from This Role

The person should be able to provide management with a clear answer to the following questions at any time:

• Which tasks are completed?
• Which tasks are pending?
• Which tasks are delayed?
• Who is responsible for each task?
• What is the current status of each machine?
• What work is stuck and why?
• What needs management approval?
• What needs urgent attention?
• What is expected to be completed today, this week, and this month?