Project Coordinator

Location: North America PST (Remote)

The Project Coordinator supports the Services team in the day-to-day operation of DemandLab projects and services delivery. 
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Job Overview

We are in search of an experienced Project Coordinator for coverage in the Pacific Timezone in North America. Candidates in PT, MT, and CT will be given preference.

The Project Coordinator will support the Services team in the day-to-day operation of DemandLab projects and services delivery. The Project Coordinator is responsible for keeping everyone on task, on time, organized, and moving forward. This team member will be responsible for a wide range of administrative duties, including maintenance of project files, monitoring team time tracking and task management, meeting agendas, and project communication, as well as producing reports for both internal and client needs.

Taking direction from the Manager of Project Services, the role works with our Client Success Strategists and Team Leads, as well as project team members. The Project Coordinator is expected to understand each project’s needs and goals and assist in coordinating assigned resources to execute the tasks that will meet them (which may include custom development, marketing technology, etc).

The position requires strong organizational & timeline management skills, attention to detail, a high level of aptitude in planning and anticipating needs, and constant communication with multiple team members, in addition to the ability to swiftly change direction depending on the current needs of the situation.

Essential Functions and Responsibilities

Project administration duties including:

Meetings & Communications

  • Act as client meeting facilitator: internal team prep, creating and distribution of agendas, meeting scheduling, client status document updates, status recap meeting notes and task assignments/follow-ups post-meeting
  • Assist with client request intake process, monitor team and client updates, assist in prompting client for feedback when needed
  • Maintain and monitor task updates through the use of DemandLab’s internal task management system, Asana
  • Respond to client email requests acknowledging receipt and handing off to assigned team members
  • Communicate with clients and internally, setting times and dates for meetings in order to keep on schedule, identify any red flags regarding timeline and relay those to the Team Lead

Client administration

  • Assist with client on-boarding, monthly retainer reconciliation, project post-mortems, client offboarding
  • Create and share weekly client utilization reports with Client Success Strategists and Team Leads
  • Monitor outcomes listed on reports and raise areas for additional analysis and problem solving with the team
  • Follow up with internal team to ensure all tasks related to invoicing and purchase orders are complete

Vendor deliverables coordination

  • Assist with vendor asset processing: sending and acknowledging receipt from outsourced vendors such as transcription services, designers and proofreaders; reviewing materials received to confirm they meet expectations and communicating any issues to project manager; update internal team on assets received

Project support

  • Follow existing processes of project management to keep things organized and working according to plan
  • Become familiar with current projects, including short and long-term goals, timelines schedule and retainer and project budgets
  • Support Manager of Project Services in updating Asana (our project management system) by creating project plans, updating and closing projects as needed
  • Work with project team members to ensure that project and task statuses are maintained in both Asana and in client status sheets or client systems
  • Keep management informed regarding the progress of all project coordination activities
  • Other project admin services as assigned

Operations support duties including:

  • Assist with building out internal process documentation, presentations, charts, etc.
  • Assist with Google Drive folder upkeep and maintenance
  • Assist in maintaining internal team reporting such as billability, team schedule, resource capacity and routine time checks
  • Help with internal team meeting and event coordination as assigned
  • Provide assistance and training to system users as needed
  • Support the development of operational processes
  • Other operations support services as assigned


  • Excellent knowledge of GSuite, Microsoft Office Suite, as well as Microsoft Teams
  • Knowledge of task management system basics (such as Asana)
  • Ability to create and maintain spreadsheets and documents
  • Document and present work in a clear and concise manner
  • Strong attention to detail, with a high degree of accuracy and excellent organizational skills, both analytical and problem solving
  • Must have the ability to multitask in a fast-paced and deadline-driven environment
  • Must be able to maintain professionalism and a positive service attitude at all times
  • Requires strong communication skills, both verbal and written
  • Must be self-directed and able to complete assignments with limited supervision

Education & Work Experience

  • Minimum of 2 years related project coordination experience required
  • Experience setting up projects according to Project Management Institute (PMI) standards (helpful)
  • Certificate in Project Management (CAPM or similar) (helpful)
  • Experience in B2B marketing and/or agencies preferred

Working Conditions and Environment

  • This is a remote position, and you will work from your home office
  • Standard business hours are Monday - Friday
  • Must be able to work at a desk and on a computer for long periods
  • Coordinate multiple tasks simultaneously
  • Accurately complete detailed forms and reports
  • Work in North America, Pacific time zone.


When you join us, you can expect to receive premium benefits dependent on your country of employment, including:
  • Work from anywhere policy 
  • Generous paid leave for new parents
  • Generous paid time off and flexible work plans (all employees start with 3 weeks of PTO)
  • Paid national holidays based on country
  • Paid time off on your birthday
  • 100% health care plan coverage and paid dental & vision
  • 100% paid Life Insurance (Basic, Voluntary & AD&D)
  • Monthly, quarterly and annual company performance bonus program
  • Retirement plan matching
  • Professional development and certifications fund
  • Access to online training and professional education
  • Paid personal development fund
  • Monthly internet and cell phone allowance
  • Opportunities performance bonuses
  • Enjoyable work culture and a commitment to work/life balance
  • Opportunity to work with prestigious, global B2B brands
  • Opportunities for advancement in a fast-growing agency
  • Helpful and respectful of our team’s work-life balance and needs
  • The freedom to have fun, experiment, explore, and get creative in a supportive environment