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Project Coordinator

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Aivivid is a digital security company that delivers tailored IT infrastructure and cybersecurity solutions to a global client base. We specialize in designing, deploying, and managing secure, resilient digital environments that meet the unique needs of each client. Our team of experts leverages cutting-edge technologies to monitor, manage, and protect our customers' networks from evolving threats.
We are currently seeking a Project Coordinator to join our team. In this role, you will play a crucial part in coordinating projects, managing budgets, and engaging with various stakeholders to support our delivery of managed and unmanaged cloud infrastructure. This opportunity is ideal for a detail-oriented professional, an analytical mindset, and a passion for cybersecurity and AI. Join us and help drive innovation in a fast-growing industry.
In this role, your contributions will ensure smooth project operations, alignment with client needs, and the effective delivery of our managed and unmanaged cloud infrastructure.
What You’ll Do
Coordinate projects by planning, organizing, and managing schedules, resources, and deadlines to ensure timely delivery and alignment with company goals.
Serve as the primary point of contact for project updates, providing status reports to internal and external stakeholders, and ensuring team members are aware of critical milestones.
Support stakeholders by actively communicating project progress, addressing their needs, and fostering engagement through project-related communities.
Manage project documentation, including agreements, financial records, and operational reports, ensuring accuracy and completeness.
Oversee project budgets by tracking expenses, preparing financial reports, and coordinating with external accounting firms for bookkeeping and tax purposes.
Handle logistics such as managing supplies, coordinating shipping, and resolving practical issues for clients and the team.
Ensure quality assurance by tracking project milestones, updating documentation, and collaborating with clients, subcontractors, and engineering teams to maintain high standards.

You Are
Technically Skilled: Proficient in offline and online productivity software (e.g., LibreOffice, Microsoft Office, Office 365) and experienced with project management tools like Basecamp, Trello, or Jira.
Knowledgeable in IT and Design: Background in AI or network security is preferred.
Effective Communicator: Excellent verbal and written communication skills in English and Persian (Farsi), with a strong ability to share knowledge and work collaboratively as a team player.
Proactive and Adaptable: A proactive learner with a drive to develop IT skills, adapt to different workflows, and maintain curiosity and self-motivation.
Organized and Detail-Oriented: Skilled in writing and analyzing detailed reports, prioritizing multiple tasks, and managing projects independently or collaboratively.
Resilient Under Pressure: Able to handle stress effectively while ensuring smooth execution and delivery of projects.
Additional Qualifications: A Swedish driver’s license.

Why Join Us?
Join a forward-thinking team in cybersecurity, where you’ll work in a flexible, collaborative environment. You’ll have the freedom to experiment with different techniques on diverse projects, promoting both professional growth and innovation.
To apply, please submit your resume and a cover letter in English, demonstrating your skills and interest in the role. Note that this position is based in Stockholm and requires in-person participation in meetings, training, and conferences. If you have any questions do not hesitate to contact us. Visa mindre

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Administrativ assistent

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Our Exciting Opportunity
Aivivid provides a variety of IT Infrastructure and Cybersecurity services to its global customers. Our services are primarily tailored cybersecurity solutions to handle the diverse needs of our clients. Our company is now looking to hire a new full-time employee to help us provide, managed and unmanaged cloud solutions worldwide. Aivivid consultants evaluate each client's needs, then assist the customer in deploying, securing, monitoring, managing, and maintaining their digital infrastructure.
You will:
Administrate and provide support to stakeholders of company’s projects
Act as the point of contact and communicate project status to all participants, internally and externally
Tracks projects and deadlines, alerts different team members to deliveries, and participates in the follow-up and evaluation of projects with clients
Coordinating project schedules, resources, budgets and other project related information
Ensuring that stakeholders’ needs are met as the project evolves
Manage, grow and cultivate communities for the projects
Prepare quarterly progress and financial reports for clients by gathering and compiling information
Establish and monitor a schedule and produce documentation after careful reviews of product execution directly with the customer, subcontract or internal engineering team.
Ordering and managing office and supplies, and also handling remote work supply needs of any team member who is working remotely.
Coordination and planning of deliveries, assembly, book shipping, etc.
Purchasing products and services from subcontractors.
Handling of documentation such as agreements, order recognition, CE documents, operation and maintenance etc.
Solve and administer incoming practical matters from existing customers.
Helping to remove barriers for the members of the team when they arise.
Ensuring that the main milestones in each project phase are completed and that development process steps aren’t missed.
Gathering necessary information to create and update documentation on the project.
Will act as the main point of contact with our external accounting firm, arranging and compiling any documents they need for bookkeeping and tax submissions.

To be successful in the role you must have:
Experience with offline productivity software, such as LibreOffice or Microsoft Office
Excellent experience in coordinating development, status, and delivery of projects using project management skills and tools.
??Ability to work independently on key work streams in large projects or take ownership of small ones
Work experience with online productivity tools, i.e. Gsuite, Microsoft office 365
Efficiencies with Basecamp project management and remote office platform
Previous experience in web project tools (Trello or Jira etc.) is a plus.
Good communication and collaboration skills.
Good team player who share expertise and delight in learning new tricks of the trade
Fluent in English and Farsi languages, both spoken and written. Knowing Swedish is a major benefit.

Preferred
An understanding of visual design
The ability to adapt to different pipelines and work flows
Proactive in learning and developing IT skills
Passionate about privacy, encryption, and blockchain and their impact on society.
Self-driven and curious
Can handle stress
Swedish driving license

We try to build a work friendly environment so you feel like home when you are with us and with our office location will give you a lot of space to experiment different techniques for different projects.
All applications should be made in English. A cover letter demonstrating your skills and interest is required.
The candidate selection is ongoing, so we are looking forward to receiving your application today!
Please apply with a personal letter and a CV. If you have any questions do not hesitate to contact us.
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Vi fokuserar på din kompetens, inte dina övriga förutsättningar. Vi är öppna för att anpassa rollen eller arbetsplatsen efter dina behov. Visa mindre

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