Töösisu kirjeldus
ABOUT ESSF & THE PMO
The Estonian Student Satellite Foundation (ESSF) is a student-led technical foundation dedicated to support the training of future space scientists, engineers, and entrepreneurs by providing students and pupils with practical experience in developing space technology. The foundation supports research and development in space technology in Estonia, initiates and participates in space missions, and supports the launch of satellites developed in Estonia or their components into space. Through its activities, the foundation aims to contribute to humanity’s exploration of space. We currently operate two active technical projects - SUTS (a full satellite platform) and the Command Module (avionics and control system) - supported by a growing network of engineers, legal, finance, outreach, and HR teams.
The Project Management Office (PMO) is a temporary, cross-cutting function responsible for building the systems and structures ESSF needs to scale. We are not embedded in one project, we work across all teams to define organizational charts, role descriptions, RACI matrices, project lifecycles, tooling standards, and risk frameworks. Once these foundations are in place, PMO members transition into dedicated Project Controllers embedded directly in each technical project.
The Project Controller is a hands-on coordination role within the PMO. You will support the planning, tracking, and execution of project work across SUTS and the Command Module, helping team leads maintain visibility, meet deadlines, and communicate effectively. This is an ideal role for someone who wants real experience in project management within a technical aerospace environment.
You will be embedded across teams rather than sitting inside a single sub-team, giving you a broad view of how the organization operates. You will work directly with the COO and CTO, interface with all department leads, and play a key role in rolling out the processes and tooling that will define how ESSF operates for years to come.
KEY RESPONSIBILITIES
– Monitor and manage project tasks through Jira - ensuring all activities are tracked, up to date, and visible to the right people.
– Coordinate with team leads to follow up on deadlines, identify blockers, and keep task completion on schedule.
– Track project progress across both technical projects and identify potential delays or bottlenecks before they escalate.
– Support cross-functional communication between engineering sub-teams, legal, finance, HR, and outreach to maintain alignment.
– Help prioritize and organize tasks so project teams can focus on delivery without losing sight of dependencies.
– Provide regular, structured status updates to stakeholders, including the COO and CTO, using standardized reporting formats.
– Support the PMO in designing and rolling out new processes: lifecycle documentation, RACI matrices, risk registers, and review procedures.
– Maintain Confluence documentation standards so knowledge is captured and accessible to all team members, including new joiners.
– Flag when technical project meetings lack a project reminder (scope, objectives, deadlines), a simple but critical habit the PMO is embedding across all teams.
– Assist in coordinating formal review events (PDR, CDR, TRR etc.) - scheduling, materials, attendance, and follow-up.
KEY DELIVERABLES (PMO PHASE)
– Org Chart - Organizational chart with all roles, reporting lines, and authority domains
– Role Descriptions - Written role descriptions for every position across ESSF
– RACI Matrix - RACI matrix covering common cross-team decision scenarios
– Project Lifecycle - Phase definitions, milestone structure, and gate criteria for all projects
– Formal Review Process - Templates and procedures for PDR, CDR, TRR etc. review events
– Tooling Ecosystem - Task management, documentation platform, and version control standards
– Risk Framework - Risk register template, escalation protocol, and monthly review process
– KPI Definitions - KPI definitions for projects, departments, and organizational health
– Budget Structure - Budget tracking structure aligned with Finance and per-project allocation
Ootused kandidaadile
WHO WE ARE LOOKING FOR
Essential
– Structured, detail-oriented mindset - you notice when things slip and you follow up.
– Comfort working with project tracking tools (Jira experience is a strong plus; willingness to learn is required).
– Clear written communication or willingness to learn - you can write a concise status update that a busy COO can act on in 30 seconds.
– Ability to work across multiple teams simultaneously without losing track of priorities.
– Reliability: if you say you will do something by a deadline, you do it - or you communicate early if something comes up.
– Comfortable working in a volunteer, asynchronous, remote-first environment.
Nice to Have
– Background or strong interest in aerospace, engineering, or technical project management.
– Familiarity with system engineering concepts (inputs, milestones, outputs, reviews).
– Experience with Confluence, Google Workspace, or similar documentation platforms.
– Understanding of RACI matrices, risk registers, or formal review processes (PDR/CDR/TRR etc.).
– Previous experience in a student organization or volunteer coordination role.
Võimalused
WHAT YOU'LL GAIN
– Hands-on experience designing and implementing project management systems in a real technical organization - not a simulation.
– Broad exposure to all ESSF functions: engineering, legal, finance, HR, and outreach.
– Direct collaboration with the CEO, COO, and CTO on organizational design challenges.
– A portfolio-ready output: by the end of Phase 1, you will have co-authored an org chart, RACI matrix, lifecycle documentation, and risk framework used by a live aerospace project.
– Mentorship through the ESSF supervisory board network - industry professionals, academics, and alumni.
– The opportunity to become a permanent embedded Project Controller once PMO transitions to Phase 3.
HOW WE WORK
ESSF operates on a volunteer basis, but we hold ourselves to professional standards. We commit to partners and must deliver. If you are unavailable, blocked, or running late on something - you communicate it early. That is not about authority; it is about coordination.
Information flows through a clear waterfall: Executive Layer (CEO, COO, CTO) → Department and Team Leads → Sub-teams and members. As a PMO Project Controller, you sit across all of these levels by design. You will see how decisions are made, how teams are coordinated, and how the organizational structure translates into day-to-day execution.
We are building these foundations now so that the next generation of ESSF members does not have to start from scratch. Your work will outlast your time here.
Kandideerimine
Kandideerimine kestab sobiva kandidaadi leidmiseni või kandideerimisperioodi lõpuni.