Project Coordination Specialist

Talentoma; New York (NY); Remote; USD 47,000 - 63,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Maternity leave

Stipends

Job summary

Talentoma is seeking a Project Coordination Specialist to support delivery of internal projects from a fully remote setup based in New York. You will receive requests, organize actions, track milestones, and keep stakeholders updated while collaborating with project leads, vendors, and internal contributors.

The role requires a 40-hour workweek, strong written and verbal communication, and the ability to manage multiple tasks with clear ownership and timely follow-ups in a remote environment.

Qualifications

• High school diploma or equivalent.
• 1–2 years of project support or related experience preferred.
• Familiarity with project phases, milestones, dependencies, and status updates preferred.
• Experience using a project management tool such as Smartsheet preferred.
• Clear written and verbal communication for updates and stakeholder follow-up.

Responsibilities

• Receive project requests and confirm purpose, contacts, dates, and materials.
• Review details for completeness and request missing information.
• Create and track tasks, milestones, ownership, and progress in a PM tool.
• Organize folders, action lists, notes, and reference materials for easy access.
• Prepare meeting agendas and follow-up summaries with owners and next actions.
• Monitor items, due dates, and dependencies; follow up when needed.
• Escalate blockers or delays to the PM lead for direction.
• Coordinate status updates with departments and vendors.
• Assist close-out with final status and closure notes.

Skills

Communication skills

Time management

Attention to detail

Smartsheet proficiency

Remote collaboration

Education

High school diploma or equivalent

Tools

Smartsheet

Job description

Job Title: Project Coordination Specialist

Monthly Pay: $4,209 - $5,664 USD per month

Summary:

A project request arrives, is reviewed, organized into clear actions, tracked through updates, and closed with useful status notes. The Project Coordination Specialist supports orderly delivery of internal business projects by keeping tasks, milestones, meeting outcomes, and stakeholder updates connected from start to finish. This role sits within a project management team and works under a project management team lead while partnering with project leads, department contacts, vendors, and internal contributors. The role requires a 40-hour weekly commitment. Working days and shift times may vary. This is a fully remote, work from home position based in New York, United States. Success in this role matters because timely coordination gives project teams a reliable view of priorities, open items, dependencies, and next steps.

Job Responsibilities:

• Receive project requests through shared inboxes, project queues, meetings, and internal tickets, then confirm the request purpose, contacts, target dates, and needed materials.


• Review incoming details for completeness, identify missing information, and contact the appropriate project lead or department contact for clarification.


• Create and maintain project tasks, milestone dates, ownership details, dependencies, and progress updates in a project management tool such as Smartsheet.


• Organize project folders, action lists, meeting notes, status summaries, and reference materials so contributors can locate current information.


• Prepare meeting agendas with project leads, track discussion outcomes, and send concise follow-up summaries that identify owners and next actions.


• Monitor assigned work items, due dates, and dependencies; follow up with contributors when updates are overdue or a task may affect the project timeline.


• Escalate unresolved blockers, unclear ownership, material schedule changes, or recurring delays to the project management team lead for direction.


• Coordinate routine status updates with internal departments and vendors, ensuring messages accurately reflect current project progress and agreed next steps.


• Support project close by confirming outstanding actions are addressed, updating final status information, and organizing closure notes for the project lead.


• Maintain quality through accurate task details, timely turnaround, complete notes, consistent follow-up, and clear status reporting.

Qualifications:

• High school diploma or equivalent.


• About 1-2 years of project support, administrative project work, or related experience preferred.


• Familiarity with project phases, milestones, dependencies, action tracking, and status updates preferred.


• Experience using a project management tool such as Smartsheet preferred.


• Ability to review project details, recognize gaps, and route questions to the appropriate contact.


• Clear written and verbal communication for meeting summaries, update requests, and stakeholder follow-up.


• Ability to manage several assigned project items while maintaining accurate task ownership and due-date visibility.


• Reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.


• Authorization to work in the United States.


• Fully remote work supporting project teams from a dedicated home workspace.


• Structured onboarding and training on the named systems, project workflow, update practices, and escalation paths.


• Regular check-ins with the project management team lead to review priorities, questions, and development.


• Build skills in project scheduling, milestone tracking, project lifecycle support, risk awareness, and status reporting.

Benefits:

• Health coverage, paid leave, a 401(k), maternity leave, and stipends.