Project Coordinator

ATOMS Careers page; San Francisco (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Disability Insurance

Life Insurance

401(k)

Equity

Sick Time

Unlimited PTO

Paid holidays

Team lunch

Job summary

Pronto AI is seeking a Project Coordinator to own scheduling and logistics across customer sites. You will coordinate operators, field technicians, and site visits, build schedules, arrange travel, and manage expenses while ensuring staffing aligns with project needs.

Based in San Francisco, this role requires strong organization, communication, and the ability to adapt to fast-changing priorities. You’ll work closely with the Director of Program Management to keep projects running smoothly.

Qualifications

• 2+ years of experience in scheduling, dispatch, project, or travel coordination.
• Exceptional organization and prioritization under fast-paced pressure.
• Strong written and verbal communication for stakeholder updates.
• Proficiency with scheduling tools, spreadsheets, travel booking platforms, and expense management systems.
• High attention to detail and reliable follow-through.

Responsibilities

• Build, update, and manage master schedules and site visits for operators and field technicians.
• Respond to last-minute scheduling changes and flag conflicts to leadership.
• Book and manage end-to-end travel arrangements within company policies.
• Prepare, submit, and track expense reports and travel cost documentation.
• Serve as liaison for field staff and project stakeholders, maintaining records.

Skills

Scheduling coordination

Organizational skills

Communication skills

Travel booking platforms

Expense management systems

Attention to detail

Tools

Spreadsheets

Expense management software

Job description

Who we are

Pronto AI is a global leader in commercializing autonomous vehicle (AV) technology, deploying Autonomous Haulage Systems (AHS) that automate operations in mines, quarries, and construction sites worldwide. While much of the industry remains in R&D, we deliver real, production-ready autonomy that is already operating in the field. We are on a mission to make mining operations safer, smarter, and more efficient through cutting‑edge technology, and we are building toward becoming the world’s first profitable AV technology company.

About the Role

Pronto is looking for a highly organized and adaptable Project Coordinator to own scheduling and logistics across all customer sites. This person will be the central point of coordination for operators, field technicians, and site visits — building and maintaining schedules, arranging all employee travel, and keeping projects staffed correctly even as priorities shift and last‑minute changes come in. They will also handle expense reporting for project‑related travel, working closely with the Director of Program Management and the broader project team to ensure every site visit runs smoothly from planning through completion. This is a critical, high‑visibility role: the Project Coordinator will be an integral part of the project team, directly responsible for making sure the right people are in the right place at the right time.

What you'll do

• Build, update, and manage master schedules and site visits for operators and field technicians, matching personnel based on skills, availability, and project requirements.
• Respond rapidly to last‑minute scheduling changes, cancellations, and urgent requests while proactively flagging conflicts and staffing risks to leadership.
• Book and manage end‑to‑end travel arrangements (flights, lodging, ground transport) aligned with company policies and budgets, adjusting quickly to itinerary changes.
• Prepare, submit, and track accurate expense reports and travel cost documentation, reconciling expenses against project budgets.
• Serve as the main liaison for field staff and project stakeholders to communicate updates clearly, maintain project records, and identify process improvements.

What we're looking for

• 2+ years of experience in scheduling, dispatch, project, or travel coordination, ideally supporting field service or technical operations.
• Exceptional organization and prioritization skills to manage competing tasks and adapt under real‑time, fast‑paced pressure.
• Strong written and verbal communication skills with a focus on clear, timely stakeholder communication and proactive problem‑solving.
• Proficiency with scheduling tools, spreadsheets, travel booking platforms, and expense management systems.
• High attention to detail, accuracy in expense tracking, and reliable follow‑through.
• Work on real, production‑deployed autonomy.
• Build technology that directly improves safety, efficiency, and productivity.
• Tackle complex challenges in demanding, real‑world environments.
• Be part of a fast‑moving team with high ownership and impact.
• See your work deployed and making a difference in the field.
• Collaborate closely with experienced engineers and industry operators.

What else you need to know

This role is based in our San Francisco office location. As a company driven by innovation and continuous change, close collaboration is essential. We’re constantly reimagining our industry, creating new products, and refining our processes, and we do our best work together. That’s why all of our office-based teams work onsite, five days a week.

The base salary range for this role is $70,000 - $95,000 per year.

Actual compensation will be determined on an individual basis and may vary depending on experience, skills, and qualifications.

Base salary is just one part of your total rewards package. You may also be eligible for equity awards.

Benefits Summary (USA Full‑Time Exempt Employees)

• Medical, Dental, Vision, Disability, and Life Insurance
• Flexible Spending Account / Health Savings Account Options
• 401(k)
• Equity
• Sick Time, Unlimited Flexible Time Off, and Paid Holidays
• Team lunch in our SoMa office every Tuesday and Thursday

Benefits are subject to change at the company's discretion. Pronto accepts applications on an ongoing basis.

As set forth in ATOMS Careers page’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.