Project Administrator(Remote) - 60348406950

Project Administrator (Services Operations)

• Job Title: Project Administrator
• Department: Services Operations
• Reports To: Service Delivery Manager
• Last Revision Date: May 11, 2026
• Classification: Full-Time, Dedicated Contractor
• Hours Per Week: 40 Hours
• Work Schedule: Monday – Friday, 8:00 AM – 5:00 PM US (CT/ET)

Role Overview: The Team Facilitator & Organizer

We are a high-growth, 15-person technology services organization. To this point, we have operated without a formal project management resource—our engineers have successfully self-managed their workloads, partnering with the sales team to handle client communications. As we scale, we are looking for a Project Administrator to step in as our central operational hub.

Crucial Note on Team Culture: This is not a heavy, PMP-style "overlord" project management position. Our engineering team is highly capable and protective of their autonomy; they do not need a manager telling them how to do their work. Instead, we need a helpful, proactive administrative coordinator who keeps our systems pristine, coordinates the details of our week-to-week delivery pipelines (most of our customer engagements are 1-week turnaround projects), and ensures that next steps are clearly scheduled and tracked.

This is a primarily internal-facing role requiring exceptional email etiquette, strong cross-departmental coordination, and the ability to maintain momentum without administrative friction.

Key Responsibilities

I. Project Coordination & Scheduling

• Kickoff Coordination: Set up, schedule, and coordinate project kickoff meetings, ensuring that all necessary engineers, salespeople, and stakeholders are aligned with clear agendas and timelines.
• Post-Purchase Follow-up: Monitor the queue when accounts purchase a package, actively tracking and executing the operational next steps required to transition the account from sales to active delivery.
• SOP Maintenance: Follow established checklists to set up folders, configure project records in our tracking tools, and document standard delivery procedures.

II. Pipeline Hygiene & Account Re-engagement

• Clean-Up Campaigns: Regularly audit our project tracking pipelines, identifying and administrative "cleaning up" old or stagnant projects that have not been touched in a while.
• Re-engagement Administration: Support sales and account managers by identifying dormant projects and executing outreach templates to re-engage accounts and push projects to formal closure.
• Weekly Cadence Tracking: Monitor the progress of our high-velocity, 1-week projects, ensuring that handoffs are smooth and team members are nudged for deliverables.

III. Documentation, Reporting & Administration

• Meeting Documentation: Serve as the central note-taker for major internal project meetings, capturing decisions, clarifying action items, and distributing summaries promptly.
• Resource Tracking: Look at basic operational reports to ensure engineers are allocated properly and that administrative blockers are resolved before they delay a project.
• Inter-departmental Liaison: Maintain professional, clear, and high-frequency communication between sales, engineering, and support to keep everyone on the same page.

Who You Are

Experience & Technical Skills

• Administrative Foundation: 2–4 years of experience in project coordination, administrative assistance, or operations support within a technology or professional services team.
• Software Savvy: Highly comfortable working with modern project management boards, Google Workspace, and CRM databases (Salesforce experience is a major plus).
• Process-Driven: You love a good checklist and are motivated by seeing projects systematically completed and moved to "Archive."

Mindset & Communication Style

• Non-Overbearing Support: You have a collaborative, helpful disposition. You see yourself as an enabler of the technical team, not their boss.
• Excellent Email Etiquette: Near-native English fluency (written and spoken) is required. You write clear, polite, and concise emails that get quick responses from busy internal teammates and external accounts.
• Context-Switching Agility: You are comfortable tracking multiple, rapid, 1-week projects simultaneously rather than managing one giant, multi-month corporate program.