Operations & Projects Coordinator

Job Description: As our Operations & Projects Coordinator, you’ll play a central role in making sure our internal and client projects run smoothly — from kickoff to delivery. You’ll work closely with the CEO, designers, and developers to keep timelines on track, follow-ups clear, and operations efficient.

This is a foundational role with lots of ownership. You’ll help manage project workflows, improve internal systems, and ensure the team is always aligned and focused on what matters most.

Responsibilities:

Project Coordination

• Own timelines, check-ins, and deliverable tracking across all client and internal projects
• Help define scopes for landing pages, funnels, and client deliverables
• Translate client requirements into clear tasks and product specs
• Collaborate with design and dev teams to ensure UX/UI aligns with goals
• Participate in QA testing before launch and ensure requirements are met
• Ensure team members have clear priorities and all blockers are resolved
• Suggest ways to improve flows, UX, or conversion based on feedback
• Help build and improve reusable components, templates, and internal systems
• Maintain visibility across all active projects using tools like ClickUp

Operations Support

• Support hiring and onboarding (calendar coordination, onboarding docs, etc.)
• Create, maintain, and improve internal documentation, SOPs, templates, and knowledge bases
• Assist with invoices, expenses, manage internal documents and basic admin when needed
• Monitor deadlines, update task boards, and flag issues early

Internal and External Communication

• Prepare weekly reports, client updates, and post-launch documentation
• Take and organize meeting notes, schedule check-ins, and manage shared calendars
• Act as liaison between clients and internal teams for status updates and feedback
• Manage calendars, meeting notes, and internal comms
• Keep internal tools (e.g., Slack, ClickUp) organized and current

Qualifications:

• Excellent organizational and communication skills
• Highly proactive, self-directed, and reliable
• Comfortable coordinating across multiple projects and teams
• A self-starter who can manage their own time and others’
• Experience using project or task management tools (ClickUp, Asana, Trello, etc.)
• Bonus: experience in a digital agency or startup environment

What We Offer:

• A collaborative remote team culture
• Flexible work hours and a results-driven environment
• Exposure to full-stack development in both marketing and app-based projects
• You’ll be trusted to take the lead on initiatives, suggest improvements, and drive results without micromanagement

What to Expect on the Job:

• You will report directly to the Chief Executive Officer, and may also work under the guidance of other senior team members depending on the project.
• Our team operates fully remotely. You are expected to have:
  • A stable internet connection
  • A quiet, professional working environment suitable for focused work and virtual meetings
  • A reliable laptop or desktop computer capable of running project and communication tools
• We work asynchronously, but team members are expected to be generally reachable between 10 AM – 7 PM, Monday to Friday, unless prior notice is given.
• You will be responsible for managing your time and ensuring deliverables are completed on schedule.
• Weekly sprint planning or check-in meetings may require your attendance to align on priorities and progress.