Shared Task Board Coordinator

Hrstalentsolutions; St. Catharines; Remote; CAD 58,000 - 61,000; Full time

Job summary

Hrstalentsolutions is seeking a Shared Task Board Coordinator for a remote office administration role. You will monitor an online task board, update statuses based on confirmed instructions, and ensure next actions are visible.

As a full-time position, you will work with the team to reflect reality on the board, attach notes or files, and flag items lacking owners. Training will be provided and the role emphasizes clear communication and consistent updates.

Responsibilities

• Review approved team updates and assigned board items.
• Change permitted statuses when a confirmed event supports them.
• Attach a source note or relevant file reference.
• Flag an item without a clear owner or next step.
• Ask for clarification when a deadline or status conflicts.
• Keep customer-related details in the approved system.
• Prepare a concise list of blocked items for a team lead.

Job description

Shared Task Board Coordinator

Remote | Office Administration | Shared Task Boards

Full-time • 58,240–61,360 per year

A team uses an online task board to see what is pending, assigned, and complete. The Shared Task Board Coordinator updates that board from confirmed team instructions, checks for missing owners, and keeps the next action visible. This is remote office administration. You do not manage the project, set deadlines, or declare a task complete without evidence from its owner.

A board should reflect reality

An email may say that a document was sent, while the board still shows “drafting.” You can attach the update or change the permitted status under the employer's rules. If the message says only that someone plans to send it, keep the task open. When two colleagues appear to own the same item, ask a lead rather than choosing a name. A reliable board is less decorative than useful: anyone should see what happened and what must happen next.

Customer service habits help when reminding a teammate about a missing status. A brief, respectful question is better than a public accusation. If a task affects a customer's request, record the connection without copying private account details into a broad project channel. The company will teach its board columns, priority rules, and notification settings.

Work you may do

• Review approved team updates and assigned board items.
• Change permitted statuses when a confirmed event supports them.
• Attach a source note or relevant file reference.
• Flag an item without a clear owner or next step.
• Ask for clarification when a deadline or status conflicts.
• Keep customer-related details in the approved system.
• Prepare a concise list of blocked items for a team lead.

You need not have held a project coordinator title. Customer service, office administration, or group-project experience is useful, and training is provided. You should be comfortable with online boards and written updates, and willing to leave an item open when completion has not been confirmed.

A home office or other focused workspace supports the tracking work. The employer will confirm the software and coverage hours.

A task may be blocked because another person has not supplied information. Record the actual dependency, not a vague “waiting” label. If a due date passes, keep the date visible and flag it to the owner; do not push it forward without instruction. The board may also contain duplicate tasks created from different messages. Compare their source and context before linking them. A customer request can be delayed if one duplicate is marked complete while the real next action remains open.

The team may ask for a daily board summary. Distinguish items ready for action from those needing a decision, and avoid presenting an unconfirmed update as progress. You can improve clarity by asking the owner a specific question, but changes to scope or priority belong to the lead. Reliable board maintenance gives the team a shared view of reality rather than an attractive collection of checkmarks.

Some board items are recurring. Check whether the current update applies to this week's item or an older one with the same name. A status change on the wrong card can hide a deadline. If the owner has supplied a new due date, record its source and notify the lead when the process requires it. Avoid moving tasks between team columns just to tidy the board. The board's structure reflects responsibility, and the person authorized to change that structure will make the decision.

A task marked complete when its approval is still pending can mislead an entire team. Compare the owner's latest update with the board's current status before changing a field. Keep a blocked task visible, including the specific information or decision it awaits. If a deadline shifts, note the approved date and who supplied it rather than quietly moving every dependent task. You will not set project priorities or commit someone else's time. Good office administration gives colleagues a trustworthy picture of assigned work without becoming the project manager.