Project Manager

VX Indonesia; Indonesia; À distance; IDR 68 880 000 - 110 208 000; Temps partiel

Résumé du poste

Web Development & Digital Agency is seeking a highly organized Operations & Project Coordinator to keep web projects on track, manage budgets, and provide clear business insights. You will work closely with Directors to improve processes, automate repetitive tasks and support client relationships while maintaining accurate financial records.

The role offers a 20-hour workweek with potential to expand to full-time, fully remote from Indonesia.

Qualifications

• Experience in operations, project coordination or business administration.
• Strong organisational skills and the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and confidence working with numbers, spreadsheets and business data.
• Ability to interpret data, identify patterns and communicate clear, practical recommendations.
• Strong written and verbal communication skills.

Responsabilités

• Coordinate projects, track budgets, timelines and deliverables.
• Prepare regular reports covering profitability, budget consumption, expenses and invoices.
• Develop SOPs and improve operational processes.
• Maintain sales pipeline information and CRM updates.
• Support marketing campaigns and social media coordination.

Connaissances

Project coordination

Operations management

Budget tracking

Data analysis

Communication

Proactive problem solving

Independent work

Invoicing

Outils

Trello

Xero

HubSpot

Google Workspace

Excel/Sheets

WordPress / CMS

Digital marketing tools

Description du poste

Job Description: Operations & Project Coordinator

Company: Web Development & Digital Agency

Employment Type: 20 hours per week (Part Time with potential to go full time)

Reports to: Directors

Location: Work from Home (Fully Remote)

About the Role

We are looking for a highly organised, proactive and analytical Operations & Project Coordinator to help keep our web development projects running smoothly, our finances and administration under control, and our internal processes operating efficiently.

This role sits at the intersection of project management, business operations, financial reporting and sales support. You will work closely with the directors and team to ensure projects are delivered on time and within budget, identify opportunities for improvement, and turn business data into clear, actionable recommendations.

The goal is to create better visibility across the business, improve operational efficiency and give the directors greater freedom to focus on business growth, strategy and client relationships rather than day-to-day operational tasks.

Key Responsibilities

1. Project Management & Tracking

• Monitor active web development and digital projects to ensure deadlines, budgets and deliverables are on track.
• Track project budgets, quoted hours and actual time spent, identifying potential overruns before they become issues.
• Monitor project progress using project management and time-tracking tools.
• Provide regular project status updates to the directors and relevant team members.
• Flag delays, resource constraints, scope changes and budget risks early.
• Help coordinate priorities, deadlines and communication across the team.

2. Data Analysis & Business Reporting

• Collect, analyse and interpret business data to provide meaningful insights into performance.
• Prepare regular reports covering project profitability, budget consumption, sales, expenses, outstanding invoices and operational performance.
• Identify trends, risks and opportunities within the data.
• Develop and maintain spreadsheets, reporting dashboards and other tools that improve visibility across the business.
• Translate data into practical recommendations that support better business decisions.
• Proactively alert the directors to issues and opportunities, rather than simply reporting the numbers.

3. Process Improvement & Operational Efficiency

• Identify inefficiencies, bottlenecks and gaps in existing workflows and business processes.
• Recommend and implement practical solutions to improve productivity, consistency and accountability.
• Develop systems, templates, checklists and standard operating procedures (SOPs).
• Document internal processes and maintain clear, up-to-date operations manuals.
• Help automate repetitive tasks and streamline administrative workflows where possible.
• Take ownership of operational improvements from identifying a problem through to implementing and reviewing the solution.
• Monitor sales, expenses, project budgets and financial performance in collaboration with the directors and relevant team members.
• Assist with cash flow forecasting and identifying financial trends or potential concerns.
• Monitor outstanding invoices and follow up on overdue payments.
• Assist with preparing, issuing and tracking invoices and quotes.
• Maintain accurate records and support the reconciliation and reporting of financial information.
• Manage general administrative and operational tasks to ensure the business runs efficiently.
• Follow up on outstanding quotes, enquiries and prospective clients to help move opportunities forward.
• Maintain accurate and up-to-date sales pipeline information in the CRM.
• Support the coordination of internal sales initiatives and marketing campaigns.
• Assist with social media marketing, content scheduling and campaign coordination.
• Help track sales activity and campaign performance, identifying opportunities to improve results.
• Support the team in maintaining consistent communication and follow-up with prospective clients.

Skills & Experience

• Experience in project coordination, operations, business administration or a similar role.
• Strong organisational skills and the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and confidence working with numbers, spreadsheets and business data.
• Ability to interpret data, identify patterns and communicate clear, practical recommendations.
• Strong written and verbal communication skills.
• A proactive, solutions-focused mindset with the confidence to identify problems and take ownership of resolving them.
• Ability to work independently, follow through on tasks and keep stakeholders informed.
• Experience with invoicing, reporting, financial administration or budget tracking.

Highly Desirable

• Experience working in a digital agency, web development company or similar project-based business.
• Familiarity with project profitability, quoted hours, time tracking and budget management.
• Experience creating reporting dashboards and management reports.
• Experience documenting workflows, writing operations manuals and developing standard operating procedures.
• Familiarity with WordPress and other content management systems (CMS).
• Experience with social media marketing and digital campaign coordination.
• An understanding of sales pipelines, lead management and CRM processes.
• Experience identifying opportunities to improve systems, automate tasks and streamline operations.

Tools & Systems

Experience with the following tools, or the ability to learn them quickly, is beneficial:

• Project management: Trello
• Accounting and invoicing: Xero
• CRM and sales: HubSpot
• Productivity and administration: Google Workspace
• Reporting and analysis: Excel, Google Sheets and spreadsheets
• Web and digital: WordPress and other CMS platforms
• Marketing: Social media platforms and digital marketing tools

What Success Looks Like

We want someone who doesn't just complete tasks but actively looks for ways to make the business run better. Success in this role means giving the directors confidence that projects, finances and day-to-day operations are being monitored, managed and improved.

First 30 Days

• Independently manage routine reporting, administrative tasks and follow-ups for overdue payments.
• Become familiar with the company's projects, tools, workflows and internal processes.
• Establish a clear understanding of existing reporting and operational requirements.

First 60 Days

• Actively track all ongoing projects against deadlines, budgets and quoted hours.
• Provide regular, accurate updates on project status, budget consumption and potential overruns.
• Maintain consistent reporting and follow-up processes across projects and administration.
• Identify initial opportunities to improve visibility, efficiency or accountability.

First 90 Days

• Deliver at least one meaningful new system, workflow or process improvement.
• Provide regular, data-driven insights and actionable recommendations to the directors.
• Demonstrate improved visibility over project performance, financial administration and operational priorities.
• Take ownership of recurring operational responsibilities, reducing the directors' involvement in day-to-day follow-ups and administration.

The Ideal Candidate

You are organised, commercially minded and comfortable working with both data and people. You enjoy bringing structure to a busy environment, spotting problems before they escalated and finding practical ways to improve how things are done.

You don't wait to be told when something needs attention. You take initiative, ask the right questions, follow through on commitments and communicate clearly when something is off track.

You understand that good operations are about more than keeping spreadsheets up to date. They are about creating systems, improving decision-making and helping the business become more efficient and profitable.

• If you're someone who enjoys making things run better, turning information into action and helping a growing digital agency operate at its best, we'd love to hear from you.