Assistant Project Coordinator

Captain-Jay; Philippines; Remote; PHP 3,131,000 - 4,383,000; Full time

Job summary

Captain-Jay is seeking a Project Coordinator to keep multiple initiatives moving by maintaining a master tracker with tasks, owners, due dates and status. You’ll break projects into milestones and chase overdue items with proactive fixes.

You’ll coordinate across departments, remote staff and vendors, conduct recurring check-ins, and produce simple weekly leadership summaries plus SOPs and organized folders. This is a long-term, internal-promotions friendly role.

Qualifications

• 2+ years in project coordination or similar role.
• A tracker others depend on (Asana/ClickUp/Monday.com etc.).
• Strong Excel or Google Sheets for reports.
• Fluent written and spoken English; professional communication.

Responsibilities

• Keep the master project tracker current: every task, owner, due date and status.
• Break approved projects into tasks and milestones with realistic dates.
• Follow up with task owners before deadlines, not after they are missed.
• Flag blockers early, with a recommended fix, not just the problem.
• Run recurring check-ins with agenda, notes and actions, same day.

Skills

Follow-up discipline

English proficiency

Time management

Attention to detail

Tools

Asana

ClickUp

Monday.com

Trello

Notion

Smartsheet

Spreadsheets

Job description

We are a management office supporting 50+ businesses and 400+ team members.

We need a Project Coordinator who keeps every project moving and notices a slipping deadline before anyone has to ask.

You will not own the projects, but you will own the visibility into them. Leadership will treat your tracker as the version of the truth everyone works from.

Long-term role. We promote from within.

What you will do:

Project tracking, most of your day:

• Keep the master project tracker current: every task, owner, due date and status.
• Break approved projects into tasks and milestones with realistic dates.
• Follow up with task owners before deadlines, not after they are missed.
• Flag blockers early, with a recommended fix, not just the problem.

Coordination:

• Work across departments, remote staff and outside vendors.
• Run recurring check-ins: agenda before, notes during, action items out the same day.
• Chase open items by email, chat or phone until they are actually closed.

Reporting and process:

• Send leadership a weekly status summary: what moved, what is stuck, what needs a decision.
• Build simple progress reports in Excel or Google Sheets.
• Write and update SOPs and checklists, and keep shared folders organized.

What you need:

• 2+ years in project coordination, project administration, operations support or a similar role.
• A tracker other people depended on. Asana, ClickUp, Monday.com, Trello, Notion, Smartsheet or a well-built spreadsheet.
• Follow-up discipline. Be ready to explain how you track open items and what you do when someone misses a deadline.
• Strong Excel or Google Sheets: filters, formulas, pivot tables and clean reports
• Confident written and spoken English. You will chase people who outrank you, and it has to land as professional, not pushy.
• Comfortable on video calls and the phone when a message goes unanswered.
• Google Workspace and/or Microsoft 365.
• 50 Mbps download minimum, a laptop or desktop (not a phone), a headset with microphone, and a quiet workspace.
• Full-time EST availability, 8:00 AM to 5:30 PM EST every weekday. No second job, freelance clients or scheduled classes.

Not the right fit if

you need to be told what to pick up next, you want part-time or project work, or you can only cover EST hours some days.

Nice to have:

• Coordinated remote teams across time zones.
• Worked across several departments at once.
• Automation tools such as Zapier, Make or Power Automate.
• A second monitor and a backup plan for internet or power outages.