Product Design Lab is a growing product design and engineering studio, helping researchers and startups de-risk the early stages of product development and translate ideas into investor-ready prototypes. Specialising in DeepTech and medical devices, Product Design Lab is dedicated to building high-impact technology for a better future.
We are a small, highly capable team with strong technical depth. We are now building the operational backbone to match, so we can deliver more consistently, reduce friction, and scale well.
The role
We are looking for a highly organised Project & Operations Coordinator to bring calm, clarity and follow-through to a fast-moving consultancy environment.
This is not a generic admin role. It is a pivotal coordination role at the heart of the business.
You will help keep client projects moving, make sure actions and deadlines do not disappear, support a strong weekly rhythm across the team, and provide structured founder support so the business can operate with less friction and fewer surprises.
This role is ideal for someone who loves turning complexity into order, building systems, and helping technical people do their best work.
Why this role matters
We are at the stage where better coordination, visibility and operating discipline will have a direct impact on delivery quality, team capacity, client experience and business performance.
You will help us move from a founder-led way of working to a more consistent, scalable operating model, without adding unnecessary bureaucracy.
WHAT YOU'LL DO
In this role there will be opportunity to grow, develop and do more of the things you love (and are great at) however, as a starting point your key responsibilities include:
Project and delivery coordination
* Prepare and coordinate weekly delivery / WIP meetings
* Maintain the master project board across all live work, ensuring that every active project has clear status, owner, actions, due dates, risks and client touchpoint/s
* Turn decisions made in meetings and conversations into clearly assigned tasks
* Keep project files, trackers and templates accurate and up to date and surface delivery risks early
* Draft client follow-up emails, meeting summaries and progress updates
* Coordinate recurring operational admin across the business including management of team timesheets, project updates, notes and internal deadlines
Systems and process improvement
* Build and maintain templates, checklists and SOPs that improve consistency
* Help create a single source of truth across projects, actions and recurring business operations
* Improve the way the team uses project management tools, meeting notes, file organisation and handover processes
* Keep systems practical, lightweight and easy to follow
* Support onboarding checklists, calendars, internal documentation and general business coordination
Founder and Client Lead support
* Coordinate schedules, milestones, handovers and recurring delivery cadence
* Support management of action list, priorities and follow-up cadence
* Assist in maintaining Founder and Client Lead inboxes, particularly for client communications and follow ups
WHAT WE'RE LOOKING FOR
Core requirements
* 2+ years in project coordination, operations coordination, delivery support, studio management, executive support, or a similar role
* excellent organisational ability and strong follow-through
* confidence coordinating multiple moving parts without losing detail
* comfort with spreadsheets, calendars and task management tools
* the judgement and initiative to spot issues early and elevate them appropriately
* a proactive, practical approach in a small business environment
Strongly preferred
* experience in a consultancy, agency, design studio, engineering firm, product development environment, or other professional services business
* experience supporting a founder, director or senior manager
* exposure to project budgets, utilisation, WIP tracking, or delivery cadence
* experience working with Agile methodologies and frameworks
* comfort working alongside technical teams and technically complex projects
You do not need to be an engineer or product designer. You do need to enjoy working closely with technical people and helping turn complex work into clear, trackable progress.
This role is not
* a pure administration role, though there is some admin involved
* the person making final scope or commercial decisions
* a passive support role where you wait to be told what to do
This role owns coordination, visibility and follow-through. Your job is to keep the machine running, surface issues early, and make sure the right people make the right decisions at the right time.
You'll play a central role in helping a growing consultancy scale well
You'll work closely with a smart, technically strong team on interesting real-world work
You'll have genuine ownership and the chance to shape how the business runs
Your work will have an immediate, visible impact on project delivery and business performance
You'll help build the operating backbone of the company, not just maintain admin
Working arrangement
* Flexible/hybrid arrangement by agreement
* Preference for time to be spread across most weekdays, rather than only 1-2 full days, because continuity and follow-through are a big part of the role
* Initially reporting to the Founder and working closely with the Client Lead and engineering team
* Scope to grow with the business over time
How to apply
Please send your CV and a short note telling us what you're most excited by in this role, and what makes you a great fit.
Your application will include the following questions:
* How many years' experience do you have in an Operations Support Role?
* Do you have experience working for a start-up?
* Have you worked in a role where you were responsible for budget management & forecasting?
What can I earn as an Operations Coordinator
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