Project Coordinator, Finance Transformation (R5546)

Project Coordinator

Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI's technology actively supports operations worldwide.

Job Description:

The Project Coordinator plays a key role in supporting the successful execution of Finance Transformation initiatives, with an immediate focus on the Oracle ERP implementation at Shield AI. Over the next 12 months, this role will primarily support Oracle program execution, including coordination across workstreams, project administration, governance activities, stakeholder communications, and operational readiness efforts tied to implementation and stabilization.

Following the Oracle ERP implementation, the role will expand to support the broader Finance Transformation PMO, including acquisition integration and other strategic finance initiatives. This position provides day-to-day administrative, logistical, and coordination support to Project Managers, PMO leadership, finance stakeholders, technology teams, and external partners to help ensure strong execution across the transformation portfolio.

What you'll do:

• Coordinate project meetings, workshops, and working sessions; manage logistics, materials, calendars, and follow-up actions across Oracle ERP workstreams and future Finance Transformation initiatives.
• Maintain project schedules, milestone trackers, action logs, RAID logs, and status reporting artifacts to support disciplined program execution and PMO governance.
• Prepare meeting agendas, document key decisions and action items, and track completion with team members and stakeholders.
• Assist in drafting, organizing, and distributing project documentation, including status reports, presentations, governance materials, communications, and PMO updates.
• Support onboarding of project resources, including access requests, documentation distribution, workspace setup, and coordination with internal support teams.
• Manage SharePoint sites or similar collaboration spaces to ensure project information is organized, current, and accessible.
• Coordinate meetings and deliverables with internal stakeholders, implementation partners, and vendors, ensuring readiness of pre-reads, decisions, and supporting materials.
• Support Project Managers and PMO leadership in tracking risks, issues, dependencies, change requests, and overall program progress.
• Provide general administrative and operational support to improve efficiency across the Oracle ERP program and broader Finance Transformation PMO.

Near-term focus: For the next 12 months, the role will be dedicated primarily to the Oracle ERP implementation. Responsibilities during this period will center on supporting planning, execution, testing coordination, cutover readiness, go-live activities, and stabilization across Oracle-related finance workstreams. The Project Coordinator will help maintain strong alignment between Finance, Technology, and external partners by ensuring project plans are current, governance routines are supported, and communications are timely and well organized. This role will serve as a central coordination point for program administration and execution support throughout the Oracle implementation lifecycle. Future scope: After Oracle ERP implementation and stabilization, the role will broaden to support the Finance Transformation PMO across additional strategic initiatives. These may include acquisition integration, finance process improvement, reporting and analytics enhancements, controls-related initiatives, and other cross-functional transformation efforts. The Project Coordinator will support integration of newly acquired entities into finance processes, systems, reporting structures, and operating rhythms. The role will also help maintain portfolio-level roadmaps, dashboards, and governance materials, while supporting change management, adoption activities, and coordination across multiple Finance Transformation efforts.

Required qualifications:

• 2+ years of experience in project coordination, project administration, or a related role.
• Experience supporting ERP, technology, finance, or large-scale business transformation initiatives is strongly preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Proficiency with Microsoft Teams, Outlook, Excel, PowerPoint, SharePoint, and similar collaboration and project tracking tools.
• Strong written and verbal communication skills, including the ability to work effectively with stakeholders at different levels of the organization.
• Ability to manage multiple priorities in a fast-paced, evolving environment.
• Self-starter mindset with strong follow-through, sound judgment, and adaptability.
• We are ONLY seeking candidates local to the Bay Area (and willing to commute to San Mateo, CA). At this time, we will not be relocating candidates.

Preferred qualifications:

• Familiarity with project management methodologies such as Agile, Waterfall, or hybrid delivery approaches.
• Experience with project tracking and reporting tools such as Smartsheet or similar platforms.
• Demonstrated ability to proactively identify gaps, solve problems, and support cross-functional collaboration.
• Exposure to finance organizations, PMO structures, system implementations, or post-merger integration work is a plus.

$100,000 - $160,000 a year

Full-time regular employee offer package: Pay within range listed + Bonus + Benefits + Equity

Temporary employee offer package: Pay within range listed above + temporary benefits package (applicable after 60 days of employment)

Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.

Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.