Administrative Coordinator (Remote)

About the Role

We are looking for a highly organized, detail-oriented, and proactive Administrative Coordinator with a strong project manager mindset to help manage administrative workflows, coordinate tasks, maintain organizational systems, and keep daily business operations running smoothly.

This role is ideal for someone who naturally thinks in terms of priorities, timelines, systems, and next steps. You should be able to look at the bigger picture, recognize what needs attention, identify potential problems, and take initiative to find solutions without waiting for someone to tell you what to do next.

You will work closely with leadership and team members to coordinate priorities, maintain an effective task management system, monitor progress, follow up on outstanding responsibilities, and ensure important tasks are completed on time.

Key Responsibilities

1. Project Coordination & Task Tracking

Coordinate and monitor ongoing projects, tasks, and deadlines to ensure timely completion.
Build, maintain, and improve a centralized task management system that provides clear visibility into priorities, responsibilities, and progress.
Maintain project timelines, track deliverables, and identify potential delays or roadblocks.
Ensure tasks have clear owners, deadlines, and next steps.
Follow up with team members to ensure action items are completed as scheduled.

2. Workflow & Priority Management

Organize and prioritize multiple projects and responsibilities simultaneously.
Create structure and accountability by keeping tasks, communications, and deliverables organized.
Identify what needs attention next instead of waiting for leadership to assign every task.
Recognize gaps, bottlenecks, and recurring issues within existing workflows.
Help keep projects moving forward when priorities change or unexpected challenges arise.

3. Proactive Communication & Follow-Up

Provide regular project updates and status reports to leadership and team members.
Communicate effectively through Slack, WhatsApp, email , and project management platforms.
Proactively follow up on outstanding items, pending decisions, and approaching deadlines.
Flag risks and blockers early while recommending possible solutions.
Keep leadership informed of progress, concerns, and priorities.

4. Documentation & Administrative Support

Maintain accurate project records, documentation, and organizational systems.
Manage files, spreadsheets, calendars, and business information using Google Workspace.
Keep important information organized, accessible, and up to date.
Assist with administrative and operational tasks as needed to support business priorities.

5. Operational Support & Ownership

Support daily business operations by coordinating activities, timelines, and priorities.
Take ownership of assigned responsibilities from planning through completion.
Monitor progress and ensure important tasks do not fall through the cracks.
Work independently with minimal supervision while maintaining clear communication.
Identify the next steps needed to move work forward when current tasks are completed.

6. Process Improvement & Problem-Solving

Take ownership of establishing and maintaining an effective task management system.
Identify opportunities to improve organization, efficiency, accountability, and team workflows.
Develop and document systems, procedures, and checklists that improve productivity.
Investigate recurring problems and recommend practical solutions.
Look for ways to make the team's work more organized and efficient rather than simply maintaining existing processes.

Qualifications

Previous experience in project coordination, operations coordination, task management, or a similar role.
Strong organizational skills and exceptional attention to detail.
A natural project manager mindset, with the ability to think ahead, prioritize, and coordinate multiple moving parts.
Experience creating, implementing, or improving task management systems and workflows.
Excellent written and verbal English communication skills.
Proficiency in Google Workspace, including Google Sheets, Docs, Drive, and Calendar.
Comfortable using Slack, WhatsApp, email , and collaboration tools.
Ability to work independently, take initiative, and solve problems without constant supervision.
Strong accountability and follow-through.
Ability to recognize gaps, anticipate needs, and recommend process improvements.

Nice to Have:

General familiarity with GoHighLevel (GHL).
Experience supporting a business owner, leadership team, or growing business.
Experience implementing project management systems or improving operational workflows.

Ideal Candidate Profile

We are looking for someone who is:

Organized: Keeps projects, files, tasks, and priorities structured and easy to track.
Detail-Oriented: Notices missing information, overlooked tasks, and potential issues.
Proactive: Anticipates what needs to happen next instead of waiting for instructions.
Solutions-Oriented: Identifies problems and recommends practical ways to address them.
Accountable: Takes ownership and follows through on commitments.
Resourceful: Finds ways to move work forward when priorities change or instructions are limited.
Process-Minded: Enjoys building systems, improving workflows, and creating accountability.
Independent: Manages responsibilities with minimal supervision while knowing when to ask for clarification.
Adaptable: Comfortable learning new tools and adjusting to changing business needs.

Work Arrangement

Position: Part-Time, Remote
Schedule: Monday–Friday, 9:00 AM–1:00 PM U.S. Central Time

How to Apply

Please submit the following with your application:

Your updated resume.
A 60-90 second introduction Video that highlights your experience in project coordination, operations, or task management.
The project management and communication tools you have used.

Application Subject: Admin Coordinator – [Your Name]