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Project Coordinator

VAIA Technologies LLC

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Posted on 10/07/2021


Westborough, MA.


VAIA Technologies is a leading US provider of solutions for customers looking to make dramatic improvements in product and process quality and reliability. Our skilled team of system developers and engineers utilize the latest technologies and techniques in machine vision, automation, and robotics to deliver integrated solutions that address the most challenging customer needs.

Responsible for general and administrative management of activities in support of the successful and on-time execution of VAIA’s customer projects, the Project Coordinator will interact with VAIA’s customers, vendors, and internal project team members to ensure that all critical project tasks are tracked, owned, and regularly reported on. Working very closely with the Director of Operations, the primary goal of the Project Coordinator will be to give VAIA’s leadership team complete visibility to the status of any and all activities that could potentially impact VAIA’s on-time delivery of customer systems.


  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance

Major Duties & Responsibilities

  • Coordinate activities across multiple concurrent projects (up to 6-8 concurrently)
  • Manage and publish VAIA’s weekly Operations Planning dashboard highlighting the status of each customer project, for use in the weekly Operations Review meeting
  • Manage the completion of action items resulting from the Operations Review meeting
  • Manage individual project calendars, schedule project meetings (internal kick-off, customer kick-off, design review, Bill of Materials (BOM) review, periodic status meetings)
  • Establish/manage/publish project schedules including all critical milestones – highlight schedule delays and issues
  • Participate in internal and customer project meetings, as well as functional team meetings for software development, engineering, systems integration
  • Coordinate/correspond with clients on project deliverables
  • Document meeting minutes and publish to attendees and project team
  • Follow up on action items, highlight open/overdue items, adjust commitment dates as appropriate with the Operations Director
  • Assist in building the BOM for each project, manage vendor ordering with sensitivity to cash flow and delivery lead times, actively price compare vendors for the best cost/lead time
  • Coordinate activities and scheduling for system build and factory acceptance activities under the direction of the Project Manager. Draft factory acceptance test plans and create system documentation binders
  • Prepare and manage recommended customer spare parts lists with input from PMs
  • Aid in the creation of system documentation (manuals, user guides, etc.) for projects
  • Handle all project returned material authorizations (RMA’s) including interactions with vendors
  • Create/edit/maintain project costing spreadsheets
  • Manage receipt of new inbound client project requests
  • Track & ship customer hardware orders, schedule and manage inbound and outbound freight and costs
  • Manage and receive incoming shipments; track and enter components into VAIA’s systems by project
  • Office supply management & other general activities as directed

Minimum Skills & Abilities

  • Have a pleasant, friendly demeanor with good customer-facing and communication skills
  • Be self-motivated with drive, enthusiasm, and commitment
  • Enjoy the challenge of managing multiple concurrent tasks or assignments
  • Not be easily flustered when dealing with conflict and resolving issues
  • Be comfortable working with a small, growing team in a high energy environment

Minimum Education & Experience

  • Associate’s degree or partial/significant study towards bachelor’s degree
  • Minimum 2-3 years experience in administrative, preferably for a company in a technical field
  • Proficiency with Microsoft Office applications including Excel, PowerPoint, and Word

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Member Since 2014


Founded as Machine Vision Company (MVC) in 2002 and headquartered just outside Boston MA and with offices in Austin TX, VAIA Technologies is a full service machine vision, automation and robotics systems integrator providing turnkey vision solutions, custom machine builds, vision consulting in support of manufacturing and OEMs across a wide range of industries. The company was rebranded and renamed to VAIA Technologies in 2017 to better reflect our full range of offerings and capabilities: Vision, Automation, Integration, Analytics. Differentiated by an extensive in-house software development and engineering expertise, VAIAs systems have been successfully deployed nationwide and internationally to over 300 clients including many Fortune 500 clients. VAIA specializes in conceptualizing, designing installing and maintaining solutions that address most difficult of issues. Our engineers are highly skilled at identifying and deploying the correct technology for each project. As well as being a leading US based Cognex Partner System Integrator (PSI), we also have years of experience integrating technology from Keyence, Halcon, Allen Bradley, Fanuc, Opto Engineering and others.

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