Remote Project Coordinator

Summary

We are seeking a talented Remote Project Coordinator with Customer Service experience to join our team! This is an exciting opportunity to grow professionally while playing an essential role in the company's success. 

In this position, you'll be the primary point of contact, managing inquiries about fieldwork, lab results, pricing, billing, and other administrative tasks. You'll ensure seamless coordination between our team and clients, proactively identify client needs, oversee daily workflows, support internal teams, and facilitate smooth communication across departments.

We are looking for someone who can dispatch with a sense of urgency, think creatively under pressure, and demonstrate excellent customer service and problem-solving skills.

General Description

• Answer incoming phone calls promptly and professionally
• Make outbound calls to clients, internal teams, and departments
• Coordinate and schedule field events, including arranging appointments with technicians, clients, and homeowners as needed
• Deliver exceptional customer service while maintaining strong client relationships
• Accurately enter and manage data in relevant systems
• Prepare and obtain necessary work authorizations and documentation
• Organize files and perform other administrative tasks as required

Key responsibilities include:

• Handling 20–30+ calls per day
• Managing 15–25 emails daily
• Responding to 10+ internal messages (Slack, etc.)
• Switching efficiently between phone, email, Slack, and other tools
• Reaching out to clients to gather information and schedule appointments
• Contacting technicians, confirming their availability, and coordinating accordingly
• Performing data entry and administrative task
• Answering phone calls
• Calling clients and technicians
• Scheduling field jobs with technicians, clients, and homeowners
• Provide excellent customer service and maintain client relations
• Data entry
• Preparing and gaining work authorizations
• Assist in acquiring billing information for clients and insurance companies

Working hours:

• 8 hours/day within the 7 AM – 7 PM PDT window
• Rotational Saturdays each month.

Criteria:

• Excellent English skills are essential, especially for managing phone communication
• Must be comfortable working in the PDT timezone

Requirements

• Minimum 2 years of experience in project coordination, administrative support, or related roles
• Proven ability to manage multiple projects simultaneously
• Familiarity with project management methodologies such as Agile, Waterfall, Scrum, or similar
• Experience using project management software tools (e.g., Asana, Trello, Jira, Monday.com, Microsoft Project)
• Strong organizational and multitasking abilities
• Excellent communication and stakeholder management skills
• Proficient in scheduling and tracking project timelines
• Skilled in data entry and reporting using Excel, Google Sheets, and other reporting tools
• Experienced in coordinating meetings, taking minutes, and following up on action items
• Strong interpersonal and communication skills, with a focus on client satisfaction.
• Willingness to develop and maintain strong client relationships via email and phone.
• A growth mindset with a passion for continuous learning and development.
• Ability to work both collaboratively and independently.
• English proficiency at B2 level or above.
• Values such as honesty and integrity.
• Proactive problem-solver with a focus on removing roadblocks for clients.
• Proven remote work experience with a dedicated home office setup, including a desktop, quality headset, and a stable internet connection.

If you're detail-oriented, enjoy communication, and are eager to be a key player in our success, this could be the perfect role for you. Apply today and start your journey with us!