[Remote] Project Operations Coordinator (Remote in New York, Oregon, Illinois, Colorado, or Ohio)

Note: The job is a remote job and is open to candidates in USA. Lumino is hiring a Project Operations Coordinator to support internal operations and client project delivery. The role coordinates project workflows, resources, timelines, documentation, and reporting, while helping improve internal processes and systems.

Responsibilities

• Coordinate and set up new client projects
• Set up and maintain client projects in Teamwork, including tasks, timelines, milestones, and team assignments
• Establish new project-related paperwork by ensuring all relevant materials, documentation, and resources are created, properly filed and organized
• Facilitate internal project handoffs to the relevant project team
• Manage internal project resources and coordination
• Coordinate task assignments, internal reviews, and approvals among the accounts and strategy teams
• Help monitor team workloads, upcoming deadlines, and scheduling conflicts
• Work with team members to prioritize assignments and identify potential resource constraints
• Support consistent communication and coordination across projects
• Maintain internal documentation and project management systems
• Maintain project Gantt chart, ensuring team resources, project terms, and other dependencies are accurately tracked
• Organize and maintain project templates, checklists, documentation, and resources in Google Drive and Teamwork
• Ensure project documentation is accurate, current, and accessible to the appropriate team members
• Help standardize project setup, task management, and internal workflows
• Create and update internal process documentation and training resources as needed
• Support process improvement and operational efficiency
• Identify opportunities to streamline recurring tasks, improve workflows, and reduce administrative inefficiencies
• Explore and optimize project management tools and features, including Teamwork dashboards, reporting, and automations
• Collaborate with the Operations Manager to research, test, and implement process and systems improvements
• Help encourage consistent use of established workflows and internal tools
• Support project tracking and reporting
• Maintain internal dashboards and reporting tools to improve visibility into project status, timelines, and team workloads
• Track upcoming milestones, overdue tasks, and outstanding internal deliverables
• Communicate project updates, potential delays, and operational concerns to relevant team members
• Provide project coordination support for complex client engagements
• Help coordinate projects with multiple deliverables, including multi-article Wikipedia engagements
• Manage internal timelines, task assignments, reviews, and project documentation
• Work with Account Managers and strategists to ensure deliverables progress according to established project plans
• Support other internal agency operations and special projects as needed
• Accurately track time throughout the workday

Skills

• We are looking for someone who is highly organized, detail-oriented, and excited to support our team through project coordination and process improvement
• The position is US-based (must be in one of the following states: New York, Oregon, Illinois, Colorado, or Ohio)
• Demonstrate excellent organizational skills and attention to detail
• Enjoy creating structure, maintaining organized systems, and keeping projects on track
• Are proactive, resourceful, and comfortable identifying problems and investigating solutions independently
• Manage multiple priorities and deadlines while keeping relevant team members informed
• Communicate clearly and professionally, both in writing and during virtual meetings
• Enjoy exploring technology and finding ways to make processes more efficient
• Take ownership of assigned responsibilities and follow through on tasks and projects
• Work well independently and collaboratively with others in a fully remote setting
• Are comfortable learning new software and adapting to changing processes
• Are open to feedback, willing to learn new skills, and able to navigate unexpected challenges
• Experience in project coordination, project administration, operations, or a related role
• A bachelor's degree, preferably in Business, Communications, Project Management, or a related field
• Experience with project management platforms and tools, particularly Teamwork
• Familiarity with Google Workspace, Slack, Dropbox, and Microsoft Office
• Experience coordinating timelines, task assignments, internal reviews, and project documentation
• Familiarity with dashboards, reporting tools, workflow automations, or process documentation
• Experience working in an agency or professional services environment is a plus
• Familiarity with AI tools such as ChatGPT, Gemini, or similar platforms

Benefits

• Quarterly and year-end bonuses if the company meets key business goals
• Full-time employees: Medical, dental, and vision insurance
• Full-time employees: Company-paid long-term disability insurance and life insurance
• Full-time employees: Retirement plan (3% matching)
• Full-time employees: 100% remote with flexible work schedule options
• Full-time employees: Paid time off (vacation and sick) from your start date
• Full-time employees: 2 Fridays off each month as part of the company's Flex Friday program
• Full-time employees: Monthly internet reimbursement
• Full-time employees: Stipend to set up workspace and support to purchase work-necessary equipment
• Full-time employees: Option to travel occasionally, including to our annual team retreat
• Part-time employees: Retirement plan (3% matching)
• Part-time employees: 100% remote with flexible work schedule options
• Part-time employees: Paid time off (company holidays, vacation, and sick leave) starting upon hire
• Part-time employees: Monthly internet reimbursement
• Part-time employees: Office equipment stipend for a new computer and other essential office equipment
• Part-time employees: Option to travel occasionally, including to our annual team retreat

Company Overview