Assistant Project Coordinator
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Summary
Keeps projects on track for a management office supporting 50+ businesses: maintains the master project tracker, chases task owners before deadlines, runs check-ins, and sends weekly status reports to leadership. Core tools are trackers like Asana/ClickUp/Trello, Excel/Google Sheets, and Google Workspace/M365, working full-time EST hours.
We are a management office supporting 50+ businesses and 400+ team members. We need a Project Coordinator who keeps every project moving and notices a slipping deadline before anyone has to ask.
You will not own the projects, but you will own the visibility into them. Leadership will treat your tracker as the version of the truth everyone works from.
Long-term role. We promote from within.
What you will do:
Project tracking, most of your day:
- Keep the master project tracker current: every task, owner, due date and status.
- Break approved projects into tasks and milestones with realistic dates.
- Follow up with task owners before deadlines, not after they are missed.
- Flag blockers early, with a recommended fix, not just the problem.
Coordination:
- Work across departments, remote staff and outside vendors.
- Run recurring check-ins: agenda before, notes during, action items out the same day.
- Chase open items by email, chat or phone until they are actually closed.
Reporting and process:
- Send leadership a weekly status summary: what moved, what is stuck, what needs a decision.
- Build simple progress reports in Excel or Google Sheets.
- Write and update SOPs and checklists, and keep shared folders organized.
What you need:
- 2+ years in project coordination, project administration, operations support or a similar role.
- A tracker other people depended on. Asana, ClickUp, Monday.com, Trello, Notion, Smartsheet or a well-built spreadsheet.
- Follow-up discipline. Be ready to explain how you track open items and what you do when someone misses a deadline.
- Strong Excel or Google Sheets: filters, formulas, pivot tables and clean reports
- Confident written and spoken English. You will chase people who outrank you, and it has to land as professional, not pushy.
- Comfortable on video calls and the phone when a message goes unanswered.
- Google Workspace and/or Microsoft 365.
- 50 Mbps download minimum, a laptop or desktop (not a phone), a headset with microphone, and a quiet workspace.
- Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday. No second job, freelance clients or scheduled classes.
Not the right fit if you need to be told what to pick up next, you want part-time or project work, or you can only cover EST hours some days.
Nice to have:
- Coordinated remote teams across time zones.
- Worked across several departments at once.
- Automation tools such as Zapier, Make or Power Automate.
- A second monitor and a backup plan for internet or power outages.
How to apply:
Apply through this form. It is the only way to be considered, so please do not send your resume by message or email. It takes about 15 minutes. Have these ready:
- Your resume as a PDF.
- A speed test screenshot with your download number visible.
- A photo of the desk and workstation you will work from.
In the write-in questions, be specific: which projects you tracked, in what tool, for how many people, and what you did when a deadline slipped. Short and specific beats long and polished.
We reply to every applicant who completes the full form.