Project Coordination Specialist

Job Title: Project Coordination Specialist

Monthly Pay: $4,209 - $5,664 USD per month

A project request arrives, is reviewed, organized into clear actions, tracked through updates, and closed with useful status notes. The Project Coordination Specialist supports orderly delivery of internal business projects by keeping tasks, milestones, meeting outcomes, and stakeholder updates connected from start to finish. This role sits within a project management team and works under a project management team lead while partnering with project leads, department contacts, vendors, and internal contributors.

The role requires a 40-hour weekly commitment. Working days and shift times may vary. This is a fully remote, work from home position based in New York, United States. Success in this role matters because timely coordination gives project teams a reliable view of priorities, open items, dependencies, and next steps.

• Receive project requests through shared inboxes, project queues, meetings, and internal tickets, then confirm the request purpose, contacts, target dates, and needed materials.
• Review incoming details for completeness, identify missing information, and contact the appropriate project lead or department contact for clarification.
• Create and maintain project tasks, milestone dates, ownership details, dependencies, and progress updates in a project management tool such as Smartsheet.
• Organize project folders, action lists, meeting notes, status summaries, and reference materials so contributors can locate current information.
• Prepare meeting agendas with project leads, track discussion outcomes, and send concise follow-up summaries that identify owners and next actions.
• Monitor assigned work items, due dates, and dependencies; follow up with contributors when updates are overdue or a task may affect the project timeline.
• Escalate unresolved blockers, unclear ownership, material schedule changes, or recurring delays to the project management team lead for direction.
• Coordinate routine status updates with internal departments and vendors, ensuring messages accurately reflect current project progress and agreed next steps.
• Support project close by confirming outstanding actions are addressed, updating final status information, and organizing closure notes for the project lead.
• Maintain quality through accurate task details, timely turnaround, complete notes, consistent follow-up, and clear status reporting.

• High school diploma or equivalent.
• About 1-2 years of project support, administrative project work, or related experience preferred.
• Familiarity with project phases, milestones, dependencies, action tracking, and status updates preferred.
• Experience using a project management tool such as Smartsheet preferred.
• Ability to review project details, recognize gaps, and route questions to the appropriate contact.
• Clear written and verbal communication for meeting summaries, update requests, and stakeholder follow-up.
• Ability to manage several assigned project items while maintaining accurate task ownership and due-date visibility.
• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work supporting project teams from a dedicated home workspace.
• Structured onboarding and training on the named systems, project workflow, update practices, and escalation paths.
• Regular check-ins with the project management team lead to review priorities, questions, and development.
• Build skills in project scheduling, milestone tracking, project lifecycle support, risk awareness, and status reporting.

• Health coverage, paid leave, a 401(k), maternity leave, and stipends.