Project Administrator(Remote)

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 aProject Administratorto 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 themhowto 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.