Project Coordinator

This is a fully remote position, open to applicants in South Africa, +4 more countries.

📋 Description

• Act as the main contact for inquiries related to fieldwork, laboratory results, pricing, billing, and administrative duties.

• Facilitate communication between the team and clients.

• Anticipate and identify client needs proactively.

• Oversee daily operations and provide support to internal teams.

• Ensure effective communication across various departments.

• Respond to incoming phone calls in a timely and professional manner.

• Initiate outbound calls to clients, internal teams, departments, and technicians.

• Organize and schedule field events, appointments, and field jobs.

• Reach out to technicians to confirm their availability and coordinate assignments.

• Provide exceptional customer service while nurturing client relationships.

• Input and manage data in relevant systems.

• Prepare and secure work authorizations and necessary documentation.

• Organize files and handle administrative responsibilities.

• Manage 20–30+ calls, 15–25 emails, and 10+ internal messages daily.

• Transition smoothly between phone, email, Slack, and other communication tools.

• Collect client information and arrange appointments.

• Assist in gathering billing information for clients and insurance providers.

• Dispatch with promptness and creatively address challenges under pressure.

⛳️ Requirements

• At least 2 years of experience in project coordination, administrative support, or similar roles.

• Demonstrated ability to handle multiple projects at once effectively.

• Familiarity with Agile, Waterfall, Scrum, or comparable project management methodologies.

• Proficient in using project management tools such as Asana, Trello, Jira, Monday.com, or Microsoft Project.

• Strong organizational and multitasking skills.

• Excellent communication abilities and stakeholder management skills.

• Proficient in scheduling and monitoring project timelines.

• Experienced in data entry and reporting with Excel, Google Sheets, and other reporting tools.

• Capable of coordinating meetings, taking minutes, and following up on action items.

• Strong interpersonal skills with a focus on client satisfaction.

• Eager to cultivate and maintain robust client relationships through email and phone.

• A growth mindset with a passion for ongoing learning and development.

• Ability to work both collaboratively and independently.

• Proficiency in English at B2 level or higher.

• Values such as honesty and integrity.

• Proactive problem-solving skills aimed at eliminating obstacles for clients.

• Proven experience working remotely with a dedicated home office setup, including a desktop, quality headset, and reliable internet connection.

• Excellent English communication skills, particularly for phone interactions.

• Comfortable working in the PDT timezone.

🏝️ Benefits

• Opportunities for professional growth.

• Full-time remote work arrangement.

• Requirement for a dedicated home office setup, including a desktop, quality headset, and stable internet connection.

• Rotational Saturdays each month.