Remote Project Coordinator / Operations Specialist

U.S.-Based Sign & Graphics Company
Remote — Philippines
$12–$18 USD/hour, depending on experience and demonstrated ability
Approximately 25–30 hours/week initially, with opportunity to expand

Position Summary

FASTSIGNS of Kennewick is seeking an experienced Remote Project Coordinator / Operations Specialist to manage recurring commercial accounts and coordinate customer projects from estimate through completion.

This is not an entry-level virtual assistant position.

The successful candidate will be highly organized, proactive, comfortable communicating directly with U.S. customers and vendors, and capable of independently managing multiple projects without constant supervision.

The primary objective of this role is simple:

Assigned projects should remain organized, documented, current, and moving forward without repeated owner intervention.

The position will initially focus on established commercial accounts with repeatable workflows. As proficiency and trust are demonstrated, the role will expand into increasingly complex custom sign projects involving vendors, production, installation, scheduling, and customer coordination.

Primary Responsibilities
Coordinate assigned customer projects from estimate through completion
Ensure estimates are prepared and communicated accurately
Follow up on outstanding purchase orders, artwork, approvals, and other required information
Enter approved projects accurately into company systems
Coordinate materials and outsourced production with vendors
Track project schedules, commitments, and outstanding actions
Maintain complete and current project documentation
Communicate professionally with customers, vendors, and internal production staff
Identify stalled projects and take appropriate follow-up action
Communicate potential delays or scheduling conflicts early
Resolve routine project issues independently
Escalate exceptions requiring management judgment
Verify production, shipment, installation, or delivery status
Prepare completed projects for final invoicing handoff
Participate in production coordination meetings when assigned projects require discussion
What Success Looks Like

A successful person in this role:

Knows the current status of every project under their responsibility
Anticipates the next required step rather than waiting to be told
Identifies missing information before it creates a delay
Follows up consistently without requiring reminders
Maintains accurate and useful project documentation
Communicates clearly and professionally
Handles routine problems independently
Raises important issues early
Keeps commitments made to customers and internal staff realistic
Understands when to act independently and when management input is required

The goal is not simply to complete administrative tasks.

The goal is to own the execution of assigned projects.

Required Qualifications

Applicants should have demonstrated experience in one or more of the following areas:

Project coordination
Operations support
Executive assistance
Account management
Order management
Customer service
Purchasing or vendor coordination
Construction, printing, manufacturing, logistics, or related operational environments

Strong preference will be given to candidates who have previously supported U.S., Canadian, Australian, or similar international businesses.

Applicants must demonstrate:

Excellent written English
Strong spoken English
Professional customer communication skills
Exceptional organization and attention to detail
Strong follow-through
Ability to manage multiple active projects simultaneously
Sound judgment
Ability to learn unfamiliar software quickly
Comfort working independently
Willingness to ask questions when necessary
Confidence communicating problems and recommending solutions
Ability to work without constant supervision

Sign-industry experience is helpful but not required.

Industry knowledge can be taught.

Ownership, judgment, dependability, and follow-through are much more important.

Working Arrangement

This is a remote contractor position based in the Philippines.

The role is expected to begin at approximately 25–30 hours per week, with the potential for increased responsibility and hours as the position develops.

This is a results-oriented role rather than a traditional fixed-shift position.

However, sufficient overlap with U.S. Pacific Time business hours will be required for customer communication, vendor coordination, and internal collaboration.

The company conducts brief production coordination meetings during Pacific Time business hours. Participation may be required when projects under your responsibility need discussion.

Technical Requirements

Applicants must have:

Reliable high-speed internet
Backup internet capability
Reliable computer suitable for professional remote work
Webcam
Quality headset
Quiet environment suitable for customer calls
Familiarity with cloud-based software, email , spreadsheets, and business communication tools
Compensation

$12–$18 USD per hour, based on experience, capability, and demonstrated performance.

This compensation range is intentionally above typical entry-level remote-assistant compensation.

Accordingly, we are looking for someone capable of operating at a high professional level.

Candidates near the top of the range should demonstrate significant experience, excellent communication, strong judgment, and the ability to independently manage projects with minimal oversight.

This is intended to be a long-term professional relationship for the right person.

Selection Process

Qualified applicants may progress through the following process:

Written application review
Video interview
Professional reference verification
Paid practical project-coordination exercise
Paid introductory period

The practical exercise will be designed to evaluate organization, communication, judgment, attention to detail, and ability to determine appropriate next actions.

How to Apply

Please follow these instructions carefully.

Begin your application with:

PEANUT M&M

Then provide the following:

Briefly describe your most relevant project coordination, operations, account-management, or executive-support experience.
Describe a situation where you were responsible for several active projects or customers at the same time. How did you keep everything organized?
Describe a situation where something was not progressing and you took action without waiting for your manager to tell you what to do.
Scenario:

A commercial customer received an estimate five days ago.

The purchase order has not yet been received.

Required artwork is still missing.

Production capacity is beginning to fill.

The customer is expecting delivery next week.

Explain exactly what you would do next.

Describe your experience communicating directly with U.S. customers or vendors by email and phone.
What software or project-management systems have you used regularly?
Describe your primary internet connection and backup plan if your internet or power becomes unavailable.
What hours are you typically available in Philippine time?
What hourly rate are you requesting?
Provide a 60–90 second video introduction describing your experience and why you believe you would be effective in a role where you are expected to independently own project execution.

Applications that do not follow these instructions will not be considered.