The selected candidate will be responsible for managing multiple client and internal technology projects, coordinating technical teams, tracking delivery, handling client communication, managing risks, improving project visibility, and creating delivery systems that reduce founder dependency.

This is not a passive project coordinator role. The candidate must be able to actively own delivery outcomes, push execution, manage young technical teams, communicate with clients, create project processes, and ensure that work moves with clarity and accountability.

The ideal candidate should have experience in IT services, software development, SaaS, AI/ML, automation, data, or digital transformation projects. Prior experience in a founder-led, fast-moving, startup-like, or services environment will be strongly preferred.

Role Objective :

The primary objective of this role is to ensure that all active projects are delivered with clear ownership, predictable timelines, proper documentation, strong client communication, quality control, and minimal daily intervention from the founder.

The candidate will act as the bridge between business requirements, client expectations, technical teams, and delivery execution.

Key Responsibilities :

Program & Project Delivery Ownership :

- Own end-to-end delivery management for multiple AI, software, automation, data, and IT services projects

- Convert client requirements into structured project plans, milestones, timelines, tasks, and ownership

- Track project progress across daily, weekly, and monthly execution cycles

- Ensure every project has a clear scope, timeline, owner, milestone plan, risk tracker, and delivery status

- Identify blockers, delays, dependencies, and execution risks early

- Ensure projects are delivered within agreed timelines, scope, quality, and client expectations

- Reduce founder involvement in daily project follow-up and execution tracking

Technical Program Management :

- Work closely with ML engineers, software engineers, automation engineers, QA, data teams, and technical leads

- Understand technical dependencies, integration risks, infrastructure needs, APIs, data flows, model deployment constraints, and engineering bottlenecks

- Translate business and client requirements into actionable technical execution plans

- Coordinate technical discussions and ensure decisions are documented

- Ensure technical work is converted into clear tasks, owners, deadlines, and acceptance criteria

- Participate in solution-planning discussions without needing to be the deepest technical expert

- Escalate technical risks with clear options and recommended next steps

Client Communication & Stakeholder Management :

- Act as the primary delivery-side contact for selected clients

- Conduct client status calls, project review meetings, and delivery updates

- Share clear updates on progress, timelines, risks, blockers, scope, and next steps

- Convert client feedback into structured internal tasks

- Manage expectation-setting around timelines, scope changes, dependencies, and delivery constraints

- Handle client escalations professionally and involve the founder only when required

- Maintain strong delivery-side client confidence and communication discipline

Team Coordination & Execution Discipline :

- Allocate work across developers, ML engineers, automation engineers, QA, analysts, and other team members

- Ensure every team member has clear weekly and daily priorities

- Track task completion, blockers, dependencies, and quality issues

- Conduct internal delivery review meetings

- Ensure young team members understand deadlines, ownership, escalation routes, and quality standards

- Improve team accountability without micromanagement

- Create discipline around task updates, documentation, and follow-through

Delivery SOPs & Process Building :

- Build and implement delivery SOPs for the company

- Create standard processes for project kickoff, requirement gathering, sprint planning, task allocation, QA, deployment, client updates, risk management, and project closure

- Create reusable templates for project plans, meeting notes, status reports, risk trackers, change request logs, scope documents, and handover notes

- Ensure project knowledge does not remain only in individual team members heads

- Improve documentation discipline across all active projects

- Build repeatable delivery systems that can scale as the company grows

Agile / Sprint / Execution Management :

- Plan weekly or sprint-based execution cycles

- Maintain task boards using tools such as Jira, ClickUp, Asana, Notion, Trello, Linear, GitHub Projects, or similar platforms

- Ensure user stories, tasks, bugs, dependencies, and releases are properly tracked

- Conduct sprint planning, daily/weekly check-ins, reviews, retrospectives, or equivalent operating cadences

- Ensure work is not managed informally through scattered messages or verbal updates

- Create visibility into what is planned, what is blocked, what is delayed, and what is completed

Quality Control & Delivery Review :

- Ensure all deliverables go through proper internal review before being shared with clients

- Coordinate QA, UAT, bug tracking, acceptance testing, and release readiness

- Maintain quality checklists for recurring project types

- Ensure client feedback, bugs, and change requests are tracked to closure

- Reduce rework caused by unclear requirements, poor handoffs, or weak internal reviews

- Define and enforce completion criteria for project milestones

Resource Planning & Utilization :

- Track team bandwidth, capacity, workload, and utilization

- Support resource allocation across multiple projects

- Identify overutilized and underutilized team members

- Help management plan hiring requirements based on delivery load

- Coordinate with HR/Admin for onboarding, role clarity, joining dates, and resource documentation

- Ensure project staffing decisions are linked to delivery priorities and timelines

Scope, Change Request & Profitability Control :

- Track estimated effort versus actual effort

- Identify scope creep early

- Document change requests and their impact on timelines, cost, resources, and project commitments

- Support the founder in commercial discussions related to scope changes where required

- Help improve project profitability through better planning, estimation, utilization, and execution discipline

- Ensure delivery commitments are realistic and commercially sensible

Reporting & Management Dashboards :

- Create weekly delivery dashboards for management

- Track project health across timelines, blockers, risks, scope, quality, utilization, client sentiment, and profitability

- Highlight decisions required from the founder or leadership team

- Ensure management is not surprised by delays, escalations, or delivery failures

- Maintain a single source of truth for all active projects

Cross-Functional Coordination :

- Work with the People Operations & Admin Lead for onboarding, team documentation, attendance issues, performance inputs, and resource planning

- Work with technical leads and senior engineers on solution design, delivery sequencing, technical risks, and quality control

- Work with the founder on client priorities, pricing assumptions, delivery commitments, escalations, and strategic accounts

- Ensure smooth coordination between business, delivery, technical, and admin functions

Required Experience :

- Minimum 5+ years managing software, AI, automation, SaaS, data, or IT services projects

- Minimum 3+ years handling client-facing delivery communication

- Experience managing multiple projects simultaneously

- Experience working with developers, ML engineers, data engineers, QA, automation engineers, or technical teams

- Experience creating project plans, delivery dashboards, SOPs, risk trackers, sprint boards, status reports, and project documentation

- Experience managing timelines, scope, quality, dependencies, risks, and client expectations

- Experience working in a fast-moving, founder-led, startup-like, consulting, or IT services environment preferred

Required Skills :

- Strong technical program management skills

- Strong project and delivery management skills

- Good understanding of software development lifecycle

- Basic understanding of AI/ML, automation, APIs, databases, cloud systems, integrations, or data workflows

- Strong client communication and stakeholder management

- Strong execution discipline and follow-up ability

- Ability to manage multiple projects and priorities

- Ability to push teams without creating unnecessary friction

- Ability to create structure in an unstructured environment

- Strong documentation and reporting skills

- Strong risk management and escalation management

- Strong problem-solving and decision-making ability

- Comfortable working directly with founders and senior technical teams

Preferred Skills :

- Experience managing AI, ML, automation, chatbot, data analytics, SaaS, or digital transformation projects

- Experience in IT services, software consulting, AI consulting, product engineering, or technology services

- Experience managing young technical teams

- Experience with Jira, ClickUp, Asana, Notion, Trello, Linear, GitHub Projects, Slack, Google Workspace, Excel, or similar tools

- PMP, Scrum Master, Agile, Prince2, PgMP, or similar certification preferred but not mandatory

- Technical education such as B.Tech/B.E./MCA preferred

- MBA or management education is a plus but not mandatory

What This Role Is Not :

- This is not a pure COO role

- This is not a pure CTO role

- This is not a passive project coordinator role

- This is not a role where the candidate only schedules meetings and takes updates

- This is not a role for someone who needs mature systems already in place

- This is not a role for someone who cannot manage clients and technical teams directly

Expected Outcomes in the First 120 Days :

First 30 Days :

- Understand all active projects, clients, teams, timelines, risks, and blockers

- Create a master project tracker for all active work

- Identify current delivery gaps, unclear ownership, recurring delays, and communication issues

- Start weekly delivery review meetings

- Create project status reporting format

- Establish clear task ownership across projects

First 60 Days :

- Implement project dashboards for all active projects

- Create delivery SOPs for project kickoff, requirement gathering, task allocation, weekly reporting, client updates, QA, escalation, and closure

- Standardize meeting notes, risk trackers, project plans, and client update formats

- Reduce founder involvement in routine project follow-up

- Improve visibility into blockers, delays, dependencies, and resource allocation

First 90 Days :

- Establish a structured delivery review cadence

- Implement sprint or weekly execution planning

- Create resource planning and utilization tracking

- Create quality review checklists

- Improve client communication discipline

- Track project profitability and scope creep

- Identify hiring, process, or technical bottlenecks

First 120 Days :

- Build a scalable delivery operations system

- Create a repeatable project execution framework

- Reduce delivery chaos and informal coordination

- Improve project predictability, team accountability, and client confidence

- Create a clear operating rhythm between founder, delivery, technical leads, HR/Admin, and execution teams

Who Should Apply :

This role is suitable for someone who :

- Has strong ownership over technical project delivery

- Can manage multiple projects and technical teams

- Can communicate confidently with clients

- Can create structure where processes are immature

- Can operate independently without daily supervision

- Can work directly with founders

- Can balance technical realities, client expectations, team capacity, and business priorities

- Can enforce accountability without micromanagement

Who Should Not Apply :

Please do not apply if :

- You have only worked as a project coordinator

- You have not managed client-facing software or IT projects

- You are not comfortable working in an unstructured environment

- You cannot create project processes, trackers, SOPs, and reporting systems yourself

- You need a large PMO team below you to execute

- You are looking for a purely strategic role without hands-on execution

- You are not comfortable managing young technical teams

- You are not comfortable with client communication and escalation handling

- You do not understand software or technical delivery

Application Requirement :

Applicants should be prepared to discuss specific examples of projects they have managed, delivery systems they have built, client escalations they have handled, technical teams they have managed, and project management processes they have implemented.