Project Coordinator & ClickUp Specialist (AI & Automation)

// About Us //

Qontour is a boutique agency based primarily in California (USA) with a diverse, globally distributed team. We create brands, build websites, and develop marketing materials of all kinds, mainly for B2B SaaS cybersecurity companies.

Our core collaboration hours are 18:00 to 22:00 UTC, Monday through Friday. In the Philippines, that’s 2:00 to 6:00 a.m., Tuesday through Saturday. You must be available during this window for team meetings and collaboration.

// About the Role //

We’re looking for a team member to help keep client projects moving, strengthen how we use ClickUp, and improve the systems behind our work.

You’ll work closely with our project manager and content, design, and development leads to turn discussions into action, keep priorities visible, and make sure tasks and handoffs don’t fall through the cracks. You’ll also help identify and implement practical automation and AI improvements.

This is a hands-on coordination and systems role, not just task monitoring. We need someone who follows through, spots missing information, and helps resolve issues without waiting to be asked.

You don’t need to be an expert in every area listed below. Strong project coordination and ClickUp skills are the foundation; deeper automation or AI experience is a plus.

// Responsibilities //

Project coordination:

• Turn meeting notes, client feedback, and team discussions into actionable tasks with clear owners, deadlines, and next steps
• Follow up on outstanding work, missing inputs, approvals, and client dependencies
• Flag blockers, competing priorities, and resource constraints before they affect delivery
• Prepare concise project updates showing progress, next steps, and decisions needed
• Work alongside our project manager and team leads, with clearly defined ownership for the projects or workstreams you support

ClickUp management:

• Keep project plans, task statuses, priorities, dependencies, and deadlines accurate
• Improve task templates, Custom Fields, views, dashboards, and Automations where they make work easier
• Organize briefs, decisions, files, and supporting documentation so the team can find what it needs
• Identify duplicate, outdated, or unclear tasks and help keep the workspace useful
• Keep ClickUp as our source of truth, capturing relevant updates from Slack, Asana, and other tools

Scope and handoffs:

• Track requests against agreed deliverables and flag potential scope changes for approval
• Make sure content, design, development, and QA have the inputs and context needed to begin work
• Consolidate feedback into clear action items and distinguish decisions from open questions
• Track reviews, approvals, and completion criteria through to handoff
• Adapt repeatable processes to each client’s scope rather than forcing every project into the same template

Automation and AI:

• Work with the team to identify repetitive work and opportunities to improve delivery
• Help configure, test, and maintain ClickUp Automations and connected workflows
• Depending on your experience, prototype integrations or reusable AI prompts, skills, and agents
• Test improvements against real tasks, check output quality, and document limitations and failure paths
• Prioritize solutions that fit our existing tools and expand what the team can do, rather than adding software for its own sake

Documentation and adoption:

• Document current workflows before recommending changes
• Create clear SOPs, reusable templates, and short walkthroughs
• Help teammates adopt improvements and gather feedback on what is actually useful
• Keep process documentation current as tools, responsibilities, and workflows evolve

Primary tools used:
ClickUp, Slack, Asana, Google Workspace, Claude, and AirOps. You’ll also coordinate work involving Figma and Webflow. Integration and automation tools will vary by workflow.

// What We're Looking For //

The ideal candidate for this position:

• Has hands-on experience coordinating multiple projects, ideally in an agency or web production environment
• Is confident using ClickUp beyond basic task creation and can explain systems they have improved
• Takes ownership of follow-through without needing constant reminders
• Communicates clearly in written and spoken English and gives concise, useful updates
• Can distinguish an urgent request from an actual priority and knows when to escalate
• Understands how scope, dependencies, approvals, and resource availability affect delivery
• Is comfortable working with content, design, development, and QA teams
• Can improve processes without adding unnecessary complexity
• Uses AI thoughtfully and knows where human judgment, review, and approval are needed
• Is curious, adaptable, and comfortable improving systems while client work continues
• Values accountability, constructive feedback, and focusing on what’s right rather than who’s right

Additional experience that would be helpful:

• Building integrations using APIs, webhooks, or automation platforms
• Troubleshooting automation failures and managing permissions and data access
• Creating reusable AI workflows, prompts, skills, or agents
• Familiarity with Figma, Webflow, website QA, or B2B technical marketing

// Working Hours //

You must consistently overlap with our core collaboration hours of 18:00 to 22:00 UTC, Monday through Friday. For Philippine-based candidates, this means 2:00 to 6:00 a.m., Tuesday through Saturday. Outside that window, you’ll manage follow-ups and monitor relevant work and communication tools during your agreed working schedule, keeping important updates reflected in ClickUp.

Learn more about us at ---------- .