Project Coordinator IV

Redmond, WA 98052

Posted: 09/14/2023 Job Number: 38025

Job Description

This position comes with full benefits, including medical, dental, vision, life, 401k and more!


At Crystal Equation, we empower people and advance technology initiatives by building trust.  Your recruiter will prep you for the interview, obtain feedback, guide you through any necessary paperwork and provide everything you need for a successful start.  We will serve to empower you along the way and provide the path for your professional journey.


Project Coordinator IV


This role is on the Reality Labs Audio Research team’s Operations team and is the point person for managing the team’s budget, expense tracking system and managing our partnerships to ensure smooth and effective procurement of equipment and services including vendor onboarding, SOW support, PO creation through through the company procurement system, and equipment tracking.

Occasional responsibilities in addition to budget, expense tracking, procurement and vendor support could include project management and general team-wide support such as colleague onboarding and events, in order to provide continuity during absences in the wider Operations team.

This role reports the Reality Labs Audio Research team’s Business Operations Manager.

Primary Responsibilities:
Financial management
  • Provide the Audio Directors with financial reports that both provide overall financial health and assist with prioritization decisions
  • Provide clear budget vs forecast vs actuals views for overall team and for each budget area so the budget owners understand their current commitments and can manage their budget effectively.
  • Collaborate with budget owners to create timely and accurate annual budgets, quarterly forecasts, and manage the monthly accruals process.
  • Continuously improve systems for expense tracking against the budget by designing and creating and rolling out improvements based on requirements.
  • Ensure all PO and invoice approvals are aligned with budget and budget owners’ expectations.
  • Collaborate with team members and the Business Operations Manager to facilitate setting up or moving funds to support new Purchase Orders including moving funds between teams if needed. Provide updates to visuals, charts, and summaries.

Procurement and vendor relationship management
  • Responsible for creating new Purchase Orders (POs) including Statement of Work documents (SOWs), contracts, and the PO creation itself
  • Ensure accurate cross reference with budget to enable efficient expense tracking against the budget by delivering an easy-to-use mapping between budget and POs that ensure all PO and invoice approvals are aligned with budget and budget owners’ expectations.
  • Troubleshoot issues with POs, invoices, accounts payable
Vendor onboarding
  • Facilitate assessment and onboarding for new and updated vendors.
  • Responsible for the creation and management of POs (Purchase Orders), SOWs (Statement of Work), and onboarding documents.
  • Learn and keep up-to-date on internal processes
  • Educate and support team members on the process and communicate timeline estimates

Occasional requirements of the role (e.g. during absence in the wider team/busy times)

Project Management and Team Support
  • Manage, organize, and administer ad hoc engineering, research, and user studies projects
  • Run small, non-IT projects aimed at improving team wide processes
  • Provide logistics support for teamwide events and external visitors/speakers
  • Onboard new team members using our onboarding process

Equipment and Building logistics
  • Ensure consistent use of equipment inventory tracking tool so there is an accurate record for the location of all equipment and prototypes
  • Interface with facilities to ensure support for team’s lab and storage needs


Minimum Requirements:
  • Strong knowledge of internal accounting principles and the ability to apply accounting and mathematical principles to budgeting, forecasting, and expense tracking with 3+ years of experience working with spreadsheet tools
  • 3+ years experiences working with suppliers and procurement systems to create POs and onboard vendors
  • Excellent verbal and written communication skills – the ability to clearly communicate by providing concise and impactful reports from working level through senior management

Additional Requirements:
  • Strong ability to analyze business trends and project future expenses.
  • Strong customer service and interpersonal skill
  • 3+ years of experience using spreadsheet tools (MS Excel, Google sheets), e.g. pivot tables, charts, scripting, customized views, summary sheets.
  • Strong ability to work independently and manage one’s time.
  • Google Suite, Gantt/Timeline, MS Project or Similar Project Management software
  • Extremely organized, detail-oriented, strives for perfection
  • Ability keep up in a fast paced dynamic environment

Desired Experience:
  • Demonstrated ability to synthesize complex technical content into precise, impactful dashboards and reporting
  • Strong knowledge of business and management principles involved in planning, allocation, and project management processes.
  • Ability to work with researchers, engineers, directors, and cross functional team members, and with internal/external partners
  • Graphic skills and tools are a plus: MS PowerPoint, Google slides, Adobe Illustrator, Visio, etc

  • Bachelor's degree in business management, economics, finance, accounting or relevant field required.

Meet Your Recruiter

Mischa Mohamed

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