Project Coordinator

Summary

GrayMatter Robotics is a well-capitalized Physical AI company headquartered in Los Angeles, building Factory SuperIntelligence (FSI) through systems that learn, adapt, and develop genuine process intelligence across every part they touch. Our robots take on the tedious, hazardous, and ergonomically demanding work that has kept manufacturing dependent on a shrinking skilled workforce, delivering superhuman performance. Robotics has a demo problem. GMR doesn't. Our systems are in active production today, adapting autonomously to real geometries, real materials, and real process variation without reprogramming. We deliver our system through a Robots-as-a-Service (RaaS) model that converts capital expenditure into an operating subscription, making Physical AI accessible to the manufacturers who need it most. We hire people who want to solve hard physical problems at an industrial scale.

Role & Responsibilities

As a Project Coordinator, you will join our Aerospace & Defense team onsite in our Carson, CA office to keep aerospace and defense robot cell projects moving from design through deployment and activation:

Robot cell design

• Maintain the project schedule, milestone tracker, and action log for each robot cell design effort, in close coordination with the Project Lead Engineer

• Organize design reviews, capture decisions and open items, and follow up until each item closes

• Track customer requirements, part and process specifications, and change requests, and keep revision control on shared documentation

• Coordinate with mechanical, controls, software, and process engineers so that inputs arrive when the final design needs to be locked in

Deployment

• Manage procurement tracking, supplier lead times, and delivery status for cell components, tooling, fixtures, and safety hardware

• Plan shipping, receiving, and site logistics, including customs and export documentation handled with GMR compliance

• Build and maintain installation plans, site readiness checklists, and travel schedules for the deployment team

• Serve as a point of contact for customer facilities, security, and EHS teams on access, badging, and scheduling

Activation

• Prepare commissioning and acceptance test plans with the Project Lead Engineer, and track each step through completion

• Record punch list items, test results, and customer sign offs, and assemble the turnover package

• Coordinate operator training sessions and handoff to GMR support teams for ongoing service

Project administration

• Prepare weekly status reports covering schedule, budget, risks, and decisions needed, for GMR leadership and customer stakeholders

• Track project budgets, purchase orders, and invoicing milestones with Finance

• Maintain a risk and issue register and raise schedule or scope concerns early

• Own deadline tracking for each project: monitor milestone and deliverable dates, escalate at risk items to the Project Lead Engineer promptly, and drive follow up so commitments to customers are met

• Apply ITAR and customer information handling requirements to every document, file, and communication

Export Control Requirements

In order to comply with the export regulations of the United States Government, it is required that the applicant must fall under one of the following categories: (i) U.S. citizen or national, (ii) U.S. lawful permanent resident (i.e. current green card holder), (iii) Refugee under 8 U.S.C. § 1157, or (iv) Asylee under 8 U.S.C. § 1158.

Minimum Qualifications

• Bachelor’s degree in engineering, manufacturing operations, supply chain, or a related field, or equivalent practical experience

• Experience supporting robotics, automation, or capital equipment installations from design through commissioning

• 2 to 4 years of project coordination, program support, or project management experience in manufacturing, aerospace, defense, or industrial automation

• Demonstrated record of meeting deadlines, including tracking milestones, flagging risks early, and following up until work is delivered

• Working knowledge of project scheduling and tracking tools such as ClickUp, MS Project, or Smartsheet, plus strong Excel skills

• Clear written and verbal communication, with the ability to brief engineers, executives, and customer stakeholders

• A reliable self-starter, highly organized, resourceful, with attention to detail, and the ability to manage several workstreams at once

• Ability to travel to customer sites, typically for short trips when needed, and work onsite at GMR

• Ability to communicate and collaborate effectively across multiple teams

• Willingness to work in a fast-paced environment with quickly changing priorities

Preferred Qualifications

• Familiarity with aerospace and defense manufacturing environments and customer requirements, including AS9100 quality practices

• Understanding of ITAR, EAR, CUI handling, and export documentation

• Exposure to factory acceptance and site acceptance testing

• Working toward a PMP, CAPM, or similar project management qualification

• Ability to obtain a U.S. government security clearance if a program requires it

GrayMatter Robotics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. We celebrate diversity and are committed to creating an inclusive environment for all employees. We encourage and embrace applicants of all backgrounds to apply!

GrayMatter Robotics is committed to providing reasonable accommodations for candidates with disabilities. If you believe you require accommodations during the recruiting process, please contact [email protected] to submit your request.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Depending on the position and if listed, compensation may include the base salary range, bonus or commission, and equity. We also provide comprehensive benefits and perks which include but are not limited to medical, dental, vision, unlimited PTO, 401(k) plan + employer match, regular offsite events, a discretionary fund for enhancing productivity and so much more! The range listed on job postings reflect the minimum and maximum new hire salary across levels in Los Angeles, CA.