Project & Operations Coordinator

Hello Robo designs the human side of robotics. From brand to interface, we turn complex systems into products that operators trust, teams can ship, and investors notice.

Our design team does its best work when nothing is in the way — no missing files, no unclear next steps, no unsigned paperwork. This role keeps projects moving and the studio running, so designers can design and clients always know what happens next.

• Monday kickoffs → Run the weekly kickoff. Check deadlines, flag risks, and make sure the team has everything it needs for the week.
• Client calls → Open every project call with the agenda, keep time, and close with clear next steps.
• Follow-ups → Send recap notes and action items to clients within hours of every call.
• Asset chasing → Track down the files, access, and feedback the design team needs — before anyone is blocked.
• Studio admin → Send contracts, NDAs, and invoices, and keep signatures and payments on track.
• Lead follow-up → Keep new leads warm with timely, well-written follow-ups so no conversation goes quiet.

• 1–3 years as a project coordinator, studio coordinator, or account coordinator — agency experience preferred.
• Obsessively organized. You never let a thread drop and you follow up without being asked.
• Calm, clear presence on client calls.
• Excellent written English — your recap emails are short, clear, and actionable.
• Comfortable with admin: contracts, invoices, and e-signature tools.
• Based in New York City and able to work from our studio.

Nice-to-haves

• Experience in a design or creative studio.
• Familiarity with Notion, Slack, Figma, and invoicing tools.
• Curiosity about robotics and AI.

• Weekly “Design Together” sessions with designers.
• Twice-weekly Slack updates keep pulses steady.
• Small team, flat hierarchy, big ownership.
• We meet once a year in different parts of the world to connect, plan, and reset.

Email info@hellorobo.co with:

1. CV or LinkedIn
2. A short note on the most chaotic project you kept on track.