Offer summary

Qualifications:

Proven experience as a Virtual Assistant or Project Coordinator, preferably in web development or digital marketing., Strong understanding of WordPress and experience with WordPress themes, especially Envato themes., Familiarity with project management tools like Notion or similar., Excellent organizational and time management skills..

Key responsibilities:

Coordinate project initiation and gather necessary materials from clients and the internal team.

Communicate effectively with clients to guide them on content requirements and ensure timely delivery.

Translate client content into clear instructions for the development team, ensuring accurate implementation within the theme.

Track project progress, provide updates to clients, and maintain organized records of communication and project status.

Job description

This is a remote position.

Role Name: Project Coordinator & Administrative Support Specialist

Schedule:

10-20 hours/week, flexible schedule

Client Time zone: US Eastern Time

Join a local digital marketing company dedicated to providing affordable and effective online solutions, including websites and e-commerce, for small businesses. We empower our clients to establish a strong online presence and achieve their growth goals by utilising industry-leading WordPress themes. The Challenge: We are focused on streamlining our website project completion process to consistently launch client websites within 30 days or less. This role is crucial in ensuring efficient communication, optimal utilization of our chosen WordPress themes, and timely delivery to our clients. The Opportunity: We are seeking a highly organized and proactive Website Project Coordinator person to manage the critical pre- and post-development phases of our website projects. You will be the central point of coordination, ensuring all necessary materials are gathered, clearly communicated to our development team regarding the application of content within the selected theme, and that clients are kept informed throughout the process.

Responsibilities:

Project Initiation & Material Gathering:
Collaborate with the internal team to understand project scope and client requirements, including the industry and the WordPress theme selected by the client from our Envato library.
Proactively communicate with clients to request necessary website content (copy, images, videos, etc.).
Guide clients on the type and quality of content needed, keeping in mind how it will typically be displayed within our standard themes for their industry.
Collect and meticulously organize all client-provided materials within our Notion workspace.
Theme Understanding & Content Mapping:
Develop a strong understanding of the layouts and capabilities of our standard WordPress themes for various industries.
Analyse client needs and the selected theme to determine the most effective placement of their content within the existing theme pages and sections.
Clearly document which client content (specific text blocks, images, etc.) should populate which specific sections and layouts of the chosen theme.
Identify and clearly document any unnecessary theme elements (sections, features) that need to be removed to align with the client’s needs.
Development Communication & Instruction:
Translate client content and its intended placement within the theme into clear and detailed instructions for our offshore development team.
Specify how the provided content should be implemented within the existing Custom Post Types (CPTs) and static page structures of the selected theme.
Provide clear references to specific sections and layouts within the theme documentation or through visual annotations (e.g., “Homepage - About Us section, use this text”).
Answer developer questions and provide necessary clarifications on time, ensuring accurate content implementation within the theme.
Project Management & Client Communication:
Track project progress against our 30-day target and identify potential roadblocks.
Proactively communicate project updates to clients, showcasing progress within the chosen theme and managing expectations regarding content integration.
Inform clients of any outstanding materials and follow up as needed to ensure timely delivery, keeping the 30-day timeline in focus.
Maintain organized records of client communication and project status within Notion.
Actively work to ensure projects are launched within the 30-day timeframe.

Requirements

Proven experience as a Virtual Assistant or Project Coordinator, ideally within a web development or digital marketing environment.
Experience with project management tools (Notion, Markup, or similar)
Strong understanding of WordPress and experience working with WordPress themes (experience with Envato themes is a plus).
Experience with content management, including handling images and copy
Previous agency experience preferred but not required
Ability to work US East Coast business hours
Strong organizational and time management skills