Project & Operations Coordinator (Government Contracts / Furniture Projects)

Overview

We are seeking a highly organized and proactive Project & Operations Coordinator to support our growing portfolio of government and commercial furniture projects.

This role is critical to ensuring smooth project execution and back-office operations. You will act as the central coordinator across multiple projects, working with vendors, internal tea ---------- mbers, and leadership to keep everything on track.

This is not a passive administrative role — we are looking for someone who can take ownership, follow up relentlessly, and ensure nothing falls through the cracks.

Key Responsibilities
1. Project Coordination (Primary Responsibility)
Track and manage status of 15–25 active projects
Maintain project timelines, milestones, and deliverables
Proactively follow up with:
Vendors and manufacturers
Installers and logistics partners
Internal tea ---------- mbers
Coordinate:
Order status
Delivery schedules
Installation timelines
Identify delays or risks early and escalate when necessary
Prepare weekly project status updates for leadership

2. Client & Vendor Communication
Draft and send routine emails to clients and vendors
Provide updates on:
Order status
Delivery timelines
Project progress
Ensure professional and timely communication at all times
Escalate complex issues to leadership when needed

3. Operations & Back Office Support
Assist with:
Order entry and tracking
Invoicing support
Vendor coordination and documentation
CTA (Contractor Teaming Arrangement) tracking
Maintain organized records in Google Drive / internal systems
Ensure all project documentation is complete and up to date

4. Process & SOP Execution
Follow and help enforce company Standard Operating Procedures (SOPs)
Use internal checklists and workflows to ensure consistency
Suggest improvements to processes as the company grows

5. CRM & Administrative Support (Light BD Support)
Update CRM/ PM tool with project and contact information
Track follow-ups and reminders
Assist with maintaining organized contact and project records

What Success Looks Like

Projects run smoothly without constant oversight
Deadlines are met and delays are proactively managed
Leadership is no longer chasing updates or coordinating logistics
Communication with clients and vendors is consistent and professional
Operations become more structured and scalable
Qualifications
Strong organizational and time management skills
Excellent written and verbal communication skills
Ability to manage multiple projects simultaneously
Proactive mindset — you follow up without being asked
Detail-oriented and process-driven

Preferred (Not Required)
Experience in:
Project coordination or project management
Construction, furniture, or logistics industries
Government contracting environment

Familiarity with tools like:
Google Workspace (Docs, Sheets, Drive)
CRM systems (e.g., Pipedrive)
QuickBooks (basic exposure helpful)
Work Style Expectations
Highly responsive and reliable
Comfortable working remotely with a distributed team
Able to work independently with minimal supervision
Willing to take initiative and solve problems
Compensation
Remote (Philippines or similar): $800 – $1,800/month (based on experience)
U.S.-based (junior): $3,000 – $5,000/month
Why This Role Matters

This position is central to our growth. By taking ownership of project coordination and operations, you will directly enable leadership to focus on expanding the business and building new opportunities.

How to Apply

Please include:

Resume
Brief summary of relevant experience
Example of how you’ve managed multiple tasks or projects simultaneously