Project Management Specialist

Centific; George Town; On-site; MYR 36,000 - 58,000; Full time

Job summary

Centific runs Physical AI data collection labs in Penang, coordinating participant sessions and ensuring all paperwork is complete before sessions begin. The Project Coordinator tracks attendance, reconciles hours, and handles payment requests to ensure on-time, accurate compensation.

You will work across a shift window from 8:00 AM to 8:00 PM, seven days a week, including weekends, to keep the collection schedule on track and minimize downtime in the lab.

Qualifications

• Diploma or Bachelor's degree in Business, Administration, or related field.
• 1–3 years in coordination, scheduling, administrative, or operations roles.
• Strong organization and follow-through to manage full schedules and records.
• Proficient in MS Office 365 (Outlook, Excel, Teams) and SharePoint for records.

Responsibilities

• Schedule participants into collection sessions and maintain daily/weekly rosters.
• Send confirmations and reminders; manage reschedules, cancellations and no-shows.
• Coordinate session timing with moderators and lab availability to avoid idle time.
• Maintain live participant schedule and communicate changes to the lab team.
• Collect and verify paperwork before sessions and ensure proper sign-offs.
• Track hours, sessions, and payments; reconcile end-of-project payments.
• Support project closeout with documentation and payment completion.

Skills

Scheduling

Coordination

Administrative

Communication

Confidentiality

Education

Diploma or Bachelor's in Business/Administration or related field

Tools

Microsoft Office 365

Outlook

Excel

Teams

SharePoint

Job description

Shift : Follow the Sun Model ; Within 8am to 8pm

ABOUT THE ROLE

Centific runs Physical AI data collection labs in Penang, generating manipulation demonstration data to train and evaluate robotics AI models. The Project Coordinator keeps the operation running around the participants — scheduling them into sessions, making sure every piece of paperwork is complete before they start, and ensuring they are paid correctly and on time at the end of the project.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Participant Scheduling

• Schedule participants into collection sessions and keep the daily/weekly roster full against collection targets.
• Send confirmations and reminders; manage reschedules, cancellations, and no-shows, and backfill open slots.
• Coordinate session timing with moderators and lab availability so stations are never idle or double-booked.
• Maintain a live participant schedule and communicate changes to the lab team.

Documentation & Compliance

• Collect and verify all participant paperwork before a session — consent forms, NDAs, onboarding documents, and ID verification.
• Ensure every participant has completed the required documentation and sign-offs; chase and close any gaps.
• Keep participant records organized and up to date in SharePoint/Teams, and maintain accurate attendance and session logs.
• Track hours, sessions, or tasks completed per participant as the basis for payment.

Payment & Project Closeout

• Reconcile participant hours/sessions at the end of the project against the schedule and logs.
• Prepare and submit participant payment requests through the correct internal process, and confirm they are processed.
• Resolve payment discrepancies and respond to participant queries about pay.
• Support project closeout — confirm all documentation and payments are complete and filed.

General

• Coordinate with moderators, Lab Engineer, and Program Manager on daily operations and issues.
• Submit an end-of-shift/end-of-day summary of participants scheduled, seen, and any blockers.
• Follow lab and data-handling rules; keep participant information confidential.
• Additional duties as required.

SCHEDULE

• Shift-based coverage across an 8:00 AM – 8:00 PM operating window, including evening shifts.
• Seven days a week including Saturday and Sunday; weekend and evening shifts are part of the standard rotation.

REQUIREMENTS

• Diploma or Bachelor's degree in Business, Administration, or a related field — or equivalent coordination/operations experience.
• 1–3 years in a coordination, scheduling, administrative, or operations role.
• Strong organization and follow-through — able to manage a full schedule and keep paperwork and records accurate.
• Proficient in Microsoft Office 365 (Outlook, Excel, Teams) and comfortable with SharePoint for record-keeping.
• Clear communication and a professional, people-facing manner — comfortable dealing with participants directly.
• Reliable with confidential information and compliance paperwork.
• Available to work shifts across the full operating window, including evenings and weekends.

NICE TO HAVE

• Experience coordinating participants, contractors, or scheduling in a lab, clinical, research, or events setting.
• Familiarity with payment/invoicing or timesheet processes.
• Experience in a data collection, annotation, or QA environment.

About Centific

Centific is a frontier AI data foundry that curates diverse, high-quality data, using our purpose-built technology platforms to empower the Magnificent Seven and our enterprise clients with safe, scalable AI deployment. Our team includes more than 150 PhDs and data scientists, along with more than 4,000 AI practitioners and engineers. We harness the power of an integrated solution ecosystem—comprising industry-leading partnerships and 1.8 million vertical domain experts in more than 230 markets—to create contextual, multilingual, pre-trained datasets; fine-tuned, industry‑specific LLMs; and RAG pipelines supported by vector databases. Our zero‑distance innovation™ solutions for GenAI can reduce GenAI costs by up to 80% and bring solutions to market 50% faster.

Our mission is to bridge the gap between AI creators and industry leaders by bringing best practices in GenAI to unicorn innovators and enterprise customers. We aim to help these organizations unlock significant business value by deploying GenAI at scale, helping to ensure they stay at the forefront of technological advancement and maintain a competitive edge in their respective markets.

Your Authentic Self at Centific

Centific is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, citizenship status, age, mental or physical disability, medical condition, gender (including pregnancy), gender identity or expression, sexual orientation, marital status, familial status, veteran status, or any other characteristic protected by applicable law. We consider qualified applicants regardless of criminal histories, consistent with legal requirements.