AI Project Coordinator

Location: New York, NY; must be based in New York City and able to work from the studio. Working hours follow EDT.

Company

hirify.global is an AI-native creative studio delivering brand identity, UX/UI, and video production for robotics companies.

What you will do

• Map studio projects from lead generation through final delivery and identify inefficient or duplicated manual steps.
• Build AI workflows for call notes, recaps, status updates, briefs, asset tracking, invoice reminders, reporting, and lead follow-ups.
• Connect Notion, Slack, Figma, Gmail, and Webflow so information moves between tools without manual copying.
• Coordinate Monday kickoffs and client calls, send recaps, and keep deadlines and risks visible.
• Align design milestones with robotics clients’ prototypes, testing, pilots, trade shows, funding rounds, and deployments.
• Document workflows, train the team, measure saved hours, and keep contracts, NDAs, and invoices on track.

Requirements

• 1–3 years of experience in project coordination, operations, or a similar role; agency experience is preferred.
• Experience building an automation that a team relies on; provide one example and state how many hours it saved.
• Hands-on experience with AI and automation tools such as Claude, ChatGPT, Zapier, Make, n8n, or Notion AI, with comfort using prompts, APIs, and simple scripts.
• Good judgment about which steps should be handled by a machine and which require human involvement.
• Working understanding of how robotics companies build products, including hardware and software development cycles, prototyping, testing, pilots, and deployment.
• Strong organization and proactive follow-up.
• Calm, clear communication on client calls and excellent written English.
• Must be based in New York City and able to work from the studio.

Nice to have

• Some Python or JavaScript experience.
• Experience building custom agents, GPTs, or Claude projects for a team.
• Experience at a design studio or robotics or hardware startup.

Culture & Benefits

• Weekly “Design Together” sessions with designers.
• Twice-weekly Slack updates.
• Small team, flat hierarchy, and substantial ownership.
• Annual in-person meeting in different parts of the world to connect, plan, and reset.

Hiring process

• Email info@hellorobo.co with a CV or LinkedIn profile.
• Include a link or short walkthrough of an automation you built and the time it saved.
• Describe the first process you would automate at a design studio in tweet length.