Project Coordinator / Operations Assistant for Web Development Agency

Organized, proactive Project Coordinator / Operations Assistant needed for a growing web development agency.

We primarily build WordPress and Elementor websites for agency and retainer clients. We are looking for someone who can take ownership of the day-to-day project board, follow up with the team, keep deadlines visible, and make sure work continues moving forward.

This is not a developer role. You do not need to build websites. Your job is to keep projects, tasks, developers, and QA organized so the owner can focus on client meetings, high-level decisions, quality, and agency growth.

Main Responsibilities
Review and organize our Trello board daily.
Ensure tasks have a clear description, priority, assignee, due date, and estimated hours.
Follow up with developers and QA tea ---------- mbers regarding task updates, deadlines, blockers, and overdue work.
Make sure Trello cards move properly through the workflow:
To Do
In Progress
Ready for QA
QA Fixes Needed
Complete
Coordinate handoffs between developers and QA.
Identify risks, blockers, missed deadlines, or lack of response early and escalate them to the owner.
Communicate professionally and consistently with the team through Slack.
Create organized task lists from client meeting notes, recordings, or transcripts.
Prepare a concise weekly report covering:
Work completed
Work in progress
Upcoming deadlines
Overdue tasks
Current blockers
Team availability concerns
Decisions needed from the owner
Attend occasional meetings when needed, or review meeting recordings and turn them into actionable Trello tasks.
Help document simple agency processes and operating procedures as we grow.
Requirements
Strong written English and professional communication.
Experience with Trello or another project-management tool.
Comfortable following up with remote tea ---------- mbers respectfully and consistently.
Highly organized, detail-oriented, proactive, and dependable.
Able to identify problems early instead of waiting for instructions.
Comfortable using Slack, Google Drive, spreadsheets, meeting recordings, and task lists.
Able to work independently with consistent overlap during U.S. Eastern Time business hours.
Reliable internet connection and dependable availability.
Nice to Have
Experience supporting a web development, marketing, creative, or digital agency.
Familiarity with WordPress, Elementor, website-development workflows, or website QA.
Experience coordinating developers, designers, or QA tea ---------- mbers.
Important
We value the following more than years of experience:

Responsiveness
Reliability
Organization
Clear communication
Follow-through
Professional accountability
Ability to manage deadlines and flag blockers early
This role will begin part-time at approximately 15–20 hours per week at $7/hour, with the potential to grow based on performance.

Applicants who move forward will complete a small paid practical test involving organizing sample tasks, identifying blockers, drafting follow-up messages, and creating a brief weekly status report.

To apply, please include the word “organized” in the first line of your application and answer the following:

What project-management tools have you used?
What hours are you available to work with U.S. Eastern Time overlap?
Describe a time you had to follow up with a tea ---------- mber who was behind on a deadline.
What would you do if a Trello card was overdue and the assigned developer had not provided an update?
Please share an example of a project-status report, task list, or operations document you have created, if available.