Project Coordinator — IT Field Services

he Role — What You Will Do
You are the operational backbone of our project pipeline. You make sure that every project moves through our system on time, that documentation is received and complete, and that clients and partners are never left wondering about status.

Daily responsibilities include:
Manage our project pipeline in GoHighLevel (GHL) CRM — updating stages, tags, and notes for every active project same day
Track all open projects and their documentation requirements — Work Orders, completion photos, sign-off sheets, test results
Follow up with field technicians proactively on the day of a job to confirm arrival, check status, and ensure documentation is submitted before they leave site
Send completion confirmation emails and project status updates to clients and partners same day as job completion
Chase missing documentation — if a signed Work Order or photos haven't arrived by end of job day, you are on the phone and email until they do
Compile and send the monthly Presidio pipeline report on schedule
Coordinate scheduling between field techs and job sites — confirm dates, times, and access information
Send day-before reminders to field techs and site contacts using provided templates
Track invoice status — flag overdue invoices to Paul for follow-up
Maintain the Tech Bench records in GHL — availability, completed job counts, document status
Send Paul a daily status report — open projects, completions, anything that needs his attention

What You Must Have
Excellent written English — you will be writing professional emails directly to US enterprise clients and partners
Outstanding organizational skills — you will track 5-15 active projects simultaneously, each with its own deadlines and documentation requirements
Deadline discipline — same-day deliverables are non-negotiable in this role. "I'll send it tomorrow" is not acceptable for same-day items
Proactive follow-up — you chase things before they are late, not after
Availability during US Eastern Time business hours — at minimum 9am-5pm EST overlap, 5 days per week
Experience with CRM or project management tools — GoHighLevel, Asana, ---------- , Salesforce, or similar
Reliable internet connection — this role requires consistent video and phone availability during US hours

Strong Pluses
Previous experience supporting a US-based field services, construction, trades, or logistics company
Experience with GoHighLevel specifically
Experience creating and maintaining reports for US business clients
Background in operations coordination, project administration, or office management

What We Offer
Stable, long-term role — we are not looking for someone for 3 months. We want someone who grows with us.
Part-time to start (20 hrs/week) with strong potential to move to full-time as our project volume grows
Clear processes and systems — you will be given detailed documentation for every process. You will never be guessing what to do.
Direct communication with Paul Jackson (owner) — no layers of management, no bureaucracy
Competitive pay based on experience — discussed in interview
Growth into a senior operations role as the company scales

Schedule & Hours
This is a remote, work-from-home position. You must be available during US Eastern Time business hours — specifically between 9am and 5pm EST, Monday through Friday. We start at 20 hours per week with the expectation of growing to full-time. Exact schedule within those hours is flexible.
How to Apply — Required
Applications without answers to all three questions below will not be reviewed. Please answer each question directly in your application message — not in a separate document.

Question 1: Describe a role where you were responsible for tracking multiple open tasks or projects simultaneously with strict deadlines. What system did you use to make sure nothing fell through the cracks? Be specific.

Question 2: Tell me about a time when someone you were coordinating with — a colleague, contractor, or vendor — was late submitting something you needed. What did you do? How did you handle it?

Question 3: What does your current availability look like during US Eastern Time hours (9am-5pm EST, Monday-Friday)?

Please email your application and answers to: ----------
Subject line: Project Coordinator Application — [Your Name]