Project Coordinator

About the Role

We are looking for an experienced, highly organised Project Manager to oversee multiple projects, coordinate teams, maintain timelines, and ensure deliverables are completed on schedule.

This role requires someone who can work independently in a remote environment, manage competing priorities, and take ownership of projects from planning through completion. You will coordinate with teams in the United States and China, ensuring clear communication, consistent follow-ups, and visibility into project progress.

The ideal candidate is proactive, dependable, detail-oriented, and comfortable identifying potential risks before they become issues. They should be able to manage their workload without constant supervision, communicate delays promptly, and ensure that commitments are followed through.

When project management workloads are lighter, the successful candidate will assist with other company projects and priorities as assigned.

Key Responsibilities

1. Project Planning and Execution

• Coordinate and manage multiple projects simultaneously, ensuring milestones, deadlines, and deliverables are met.
• Develop and maintain project plans, timelines, task lists, and progress trackers.
• Monitor project progress and ensure tasks are completed according to agreed schedules.
• Coordinate project activities across different teams and stakeholders.
• Identify potential delays, risks, and bottlenecks early and take appropriate action to address them.
• Ensure project documentation and records remain accurate and up to date.

2. Team Coordination and Communication

• Coordinate with U.S.-based teams and colleagues in China to ensure alignment on project requirements and deadlines.
• Provide clear, concise, and timely written updates on project progress.
• Follow up with team members and stakeholders regarding outstanding tasks, deliverables, and commitments.
• Ensure responsibilities, expectations, and deadlines are clearly communicated.
• Escalate blockers or issues promptly when additional input or decisions are required.
• Maintain professional communication across different teams and time zones.

3. Timeline and Deadline Management

• Track project milestones, deadlines, and dependencies.
• Proactively follow up on outstanding items to prevent delays.
• Manage competing priorities effectively without compromising the quality of work.
• Keep calendars, schedules, and project management systems updated.
• Ensure stakeholders are informed of changes to timelines or project scope.
• Take ownership of commitments and ensure agreed actions are completed.

4. Administrative and Operational Support

• Manage project-related calendars, meetings, follow-ups, and action items.
• Prepare project updates, reports, documentation, and status summaries.
• Maintain accurate records across CRM systems and project management tools.
• Assist with quotations, coordination, and related administrative processes where required.
• Support other company projects and operational priorities during periods of lower project management demand.

5. Risk Management and Accountability

• Identify potential project risks, delays, and dependencies before they affect delivery.
• Communicate challenges early and propose practical solutions.
• Take initiative when tasks are blocked rather than waiting for reminders.
• Maintain visibility into project status, outstanding actions, and next steps.
• Ensure stakeholders have an accurate understanding of progress and any issues requiring attention.

Minimum Requirements

• Proven experience working as a Project Manager or in a similar project coordination role.
• Demonstrated experience managing multiple projects, timelines, and deadlines independently.
• Experience working remotely and coordinating with distributed teams.
• Strong written and verbal English communication skills.
• Excellent organisational skills and attention to detail.
• Proven ability to follow up consistently and ensure commitments are met.
• Ability to identify risks, solve problems, and escalate issues appropriately.
• Comfortable working with international teams across different time zones.
• Reliable internet connection and a suitable remote working environment.
• Ability to work independently with minimal supervision.

Required Software and Tools

Candidates should have experience using a range of the following tools:

• Calendar tools: Google Calendar, Outlook Calendar, or similar.
• CRM systems: Experience maintaining customer, project, or operational records.
• Google Workspace: Gmail, Google Docs, Google Sheets, Google Drive, and Google Calendar.
• Microsoft Office: Excel, Word, Outlook, and PowerPoint.
• Project management tools: Asana, Monday.com, ClickUp, Trello, Microsoft Project, or similar platforms.
• Quoting tools: Experience preparing, managing, or tracking quotations using relevant business software.

The ability to learn new systems and adapt to existing company workflows is essential.

Key Competencies

Ownership and accountability: Takes responsibility for assigned projects and deliverables.

Organisation: Maintains structured plans, accurate records, and clear priorities.

Proactive follow-through: Tracks outstanding tasks and ensures actions are completed without constant reminders.

Attention to detail: Identifies inconsistencies, missing information, and potential issues.

Risk awareness: Recognises potential delays early and communicates them promptly.

Communication: Provides clear, concise progress updates and escalates blockers appropriately.

Problem-solving: Takes initiative to resolve issues and recommends practical solutions.

Adaptability: Can manage shifting priorities and assist with other business needs when required.

Reliability: Meets commitments and maintains consistent performance in a remote environment.