Project Coordinator

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

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k)

Sick Time

Unlimited PTO

Paid Holidays

Parental Leave

Pre-Tax Commuter Benefit

Job summary

Pronto AI is seeking a highly organized Project Coordinator to own scheduling and logistics across customer sites. You will manage master schedules, travel bookings, and expense reporting, ensuring staffing aligns with project needs and priorities.

This is a high-visibility role that partners with field technicians, operators, and the program team to keep projects on track. Based in San Francisco, this on-site position offers the chance to impact real-world autonomy deployments and collaborate

Qualifications

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

Responsibilities

• Build and manage master schedules and site visits for operators and technicians.
• Respond to last-minute scheduling changes and flag risks to leadership.
• Arrange end-to-end travel (flights, lodging, transport) per policy and budget.
• Prepare and track expense reports and travel cost documentation.
• Act as liaison for field staff and stakeholders, maintaining project records and process improvements.

Skills

Scheduling

Project coordination

Travel coordination

Communication

Organization

Tools

Scheduling tools

Spreadsheets

Travel booking platforms

Expense management systems

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.

Why join us

• 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
• Paid Parental Leave
• Pre-Tax Commuter Benefit Plan
• 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.

Ready to join us as we serve those who serve others?

#LI-Onsite