AI Project Coordinator

Hello Robo; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Hello Robo, Inc in New York City is seeking an AI Project Coordinator to streamline studio workflows, automate repetitive tasks, and coordinate client projects. You will map project lifecycles from lead to delivery, build AI-driven processes, and connect tools like Notion, Slack, Figma, Gmail, and Webflow to keep information flowing without manual copying.

You should have 1–3 years in a similar role, hands-on automation experience, and a solid understanding of robotics product development.

Qualifications

• 1–3 years in project coordination, operations, or similar role.
• Built automations that teams rely on; provide an example and impact.
• Hands-on with AI and automation tools (Claude, ChatGPT, Zapier, Make, n8n, Notion AI).
• Prompts, APIs, and simple scripts familiarity.
• Good judgment on what steps a machine should own vs. human.
• Understanding of robotics product development cycles is a must.
• Obsessively organized; proactive follow-up.
• Clear written English and calm client-call presence.
• Based in New York City and able to work from our studio.

Responsibilities

• Map how projects move through the studio from lead to delivery.
• Build AI workflows for repetitive tasks: notes, recaps, updates, briefs, asset tracking, invoices, reports.
• Wire up Notion, Slack, Figma, Gmail, and Webflow for seamless data flow.
• Identify and eliminate duplicated steps; automate where possible.
• Track time savings and maintain a log of what works and what to build next.
• Run Monday kickoff meetings and client calls, send recaps within hours.

Skills

Project coordination

Automation workflows

AI tools

Notion/Slack/Notion AI integration

Tools

Notion

Slack

Figma

Gmail

Webflow

Job description

New York, NY
EDT
Full time
Flexible start
AI & Operations
AI Project Coordinator

Hello Robo in one breath

We make the world say yes to robotics companies through brand identity, UX/UI, and video production.

Why this role exists

We run Hello Robo as an AI-native studio, and this role is how we keep it that way. You'll find every manual step in how we run creative projects, rebuild it with AI, and keep the work moving while you do it.

Our designers should spend their time designing, and clients should always know what happens next. Because our timelines live inside our clients' build cycles, you also need to understand how robots actually get built.

What you’ll work on

• Process mapping → Map how projects move through the studio, from first lead to final delivery, and find where the hours leak out.


• Automated flows → Build AI workflows for the repetitive work: call notes and recaps, status updates, briefs, asset tracking, invoice reminders, and reporting.


• Connected tools → Wire up Notion, Slack, Figma, Gmail, and Webflow so information moves between them without anyone copying it by hand.


• Redundancy hunting → If the team does something twice, it should happen once, or on its own.


• Measured gains → Track the hours each workflow saves and keep a running log of what works, what broke, and what to build next.


• Team enablement → Document every flow you build and teach the team to use it, so the automation sticks.


• Project coordination → Run Monday kickoffs and client calls, send recaps within hours, and keep deadlines and risks visible.


• Robotics timelines → Line up our design milestones with the client's build cycle — prototypes, testing, pilots, trade shows, funding rounds, and deployments — so the work lands when it matters.


• Studio admin & leads → Keep contracts, NDAs, invoices, and lead follow-ups on track, automated wherever they can be.

What you bring

• 1–3 years in project coordination, operations, or a similar role — agency experience preferred.


• You’ve built automations a team actually relies on. Show us one and tell us how many hours it saved.


• Hands‑on with AI and automation tools like Claude, ChatGPT, Zapier, Make, n8n, or Notion AI. Comfortable with prompts, APIs, and simple scripts.


• Good judgment about which steps a machine should own and which need a human.


• A working understanding of how robotics companies build products: hardware and software development cycles, prototyping, testing, pilots, and deployment. This is a must.


• Obsessively organized. You follow up without being asked.


• Calm, clear presence on client calls and excellent written English.


• Based in New York City and able to work from our studio.

Nice‑to‑haves

• Some Python or JavaScript.


• Experience building custom agents, GPTs, or Claude projects for a team.


• Experience at a design studio, or at a robotics or hardware startup.

How we work

• 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.