Project Operations Coordinator (Remote in New York, Oregon, Illinois, Colorado, or Ohio)

Are you someone who loves keeping projects organized, solving problems, and finding better ways to get things done? Do you enjoy working behind the scenes to keep teams on track, improve processes, and make sure nothing falls through the cracks?

At Lumino, we help organizations monitor, manage, and defend their digital presence—especially on tricky platforms like Wikipedia, Wikidata, Trustpilot, LinkedIn, and Glassdoor. We're trusted experts in this space, and now we're looking for a Project Operations Coordinator to join our fully remote team.

This is an opportunity to work with a collaborative team, develop specialized skills, and play an important role in keeping our projects and internal operations running smoothly.

We help organizations monitor, manage, and defend their digital presence. With years of experience and an ethical approach, we are known as trusted leaders in Wikipedia consulting and are expanding our AI discoverability offerings.

The platforms we specialize in have high (knowledge) barriers to entry, and our expertise is highly valued in the communications field. Our employees have the opportunity to develop specialized skills while working with a variety of organizations and industries.

We seek to redefine the client-agency relationship by becoming an indispensable partner through trust, strategy, and communication. To do this, we put our employees first because we know that a happy team is the only way to guarantee satisfied clients.

Employment Type:

The position is US-based (must be in one of the following states: New York, Oregon, Illinois, Colorado, or Ohio) and fully remote.

We are looking for someone who is highly organized, detail-oriented, and excited to support our team through project coordination and process improvement. In this role, you will help manage internal project workflows, coordinate resources, maintain project documentation, and ensure projects move efficiently from setup through completion.

You'll work closely with our account management and operations teams to maintain project timelines, improve systems, and support efficient, consistent project delivery.

Although this is a remote position, it requires active collaboration with team members and availability for regular virtual meetings during a standard workday in your time zone.

Rate:

$50,000-$60,000 for full time, or $30 per hour for part-time (20 hours per week). Both types of employment are also eligible for quarterly and year-end bonuses if the company meets key business goals.

Benefits & Perks:

Full-time employees are eligible for the following:

• Medical, dental, and vision insurance
• Company-paid long-term disability insurance and life insurance
• Retirement plan (3% matching)
• 100% remote with flexible work schedule options
• Paid time off (vacation and sick) from your start date
• 2 Fridays off each month as part of the company's Flex Friday program
• Monthly internet reimbursement
• Stipend to set up workspace and support to purchase work-necessary equipment
• Option to travel occasionally, including to our annual team retreat

Part-time employees are eligible for the following:

• Retirement plan (3% matching)
• 100% remote with flexible work schedule options
• Paid time off (company holidays, vacation, and sick leave) starting upon hire
• Monthly internet reimbursement
• Office equipment stipend for a new computer and other essential office equipment
• Option to travel occasionally, including to our annual team retreat

Duties:

This position will support Lumino's internal operations and client project delivery. The day-to-day duties include but are not limited to the following:

• Coordinate and set up new client projects
• Set up and maintain client projects in Teamwork, including tasks, timelines, milestones, and team assignments
• Establish new project-related paperwork by ensuring all relevant materials, documentation, and resources are created, properly filed and organized
• Facilitate internal project handoffs to the relevant project team
• Manage internal project resources and coordination
• Coordinate task assignments, internal reviews, and approvals among the accounts and strategy teams
• Help monitor team workloads, upcoming deadlines, and scheduling conflicts
• Work with team members to prioritize assignments and identify potential resource constraints
• Support consistent communication and coordination across projects
• Maintain internal documentation and project management systems
• Maintain project Gantt chart, ensuring team resources, project terms, and other dependencies are accurately tracked
• Organize and maintain project templates, checklists, documentation, and resources in Google Drive and Teamwork
• Ensure project documentation is accurate, current, and accessible to the appropriate team members
• Help standardize project setup, task management, and internal workflows
• Create and update internal process documentation and training resources as needed
• Support process improvement and operational efficiency
• Identify opportunities to streamline recurring tasks, improve workflows, and reduce administrative inefficiencies
• Explore and optimize project management tools and features, including Teamwork dashboards, reporting, and automations
• Collaborate with the Operations Manager to research, test, and implement process and systems improvements
• Help encourage consistent use of established workflows and internal tools
• Support project tracking and reporting
• Maintain internal dashboards and reporting tools to improve visibility into project status, timelines, and team workloads
• Track upcoming milestones, overdue tasks, and outstanding internal deliverables
• Communicate project updates, potential delays, and operational concerns to relevant team members
• Provide project coordination support for complex client engagements
• Help coordinate projects with multiple deliverables, including multi-article Wikipedia engagements
• Manage internal timelines, task assignments, reviews, and project documentation
• Work with Account Managers and strategists to ensure deliverables progress according to established project plans
• Support other internal agency operations and special projects as needed
• Accurately track time throughout the workday

• Demonstrate excellent organizational skills and attention to detail
• Enjoy creating structure, maintaining organized systems, and keeping projects on track
• Are proactive, resourceful, and comfortable identifying problems and investigating solutions independently
• Manage multiple priorities and deadlines while keeping relevant team members informed
• Communicate clearly and professionally, both in writing and during virtual meetings
• Enjoy exploring technology and finding ways to make processes more efficient
• Take ownership of assigned responsibilities and follow through on tasks and projects
• Work well independently and collaboratively with others in a fully remote setting
• Are comfortable learning new software and adapting to changing processes
• Are open to feedback, willing to learn new skills, and able to navigate unexpected challenges

This remote position requires a reliable computer setup with an internet connection and a quiet space to take video calls. To help equip you for this role, we offer a monthly internet reimbursement and can provide a stipend to outfit a home office.

The following experience is preferred but not required:

• Experience in project coordination, project administration, operations, or a related role
• A bachelor's degree, preferably in Business, Communications, Project Management, or a related field
• Experience with project management platforms and tools, particularly Teamwork
• Familiarity with Google Workspace, Slack, Dropbox, and Microsoft Office
• Experience coordinating timelines, task assignments, internal reviews, and project documentation
• Familiarity with dashboards, reporting tools, workflow automations, or process documentation
• Experience working in an agency or professional services environment is a plus
• Familiarity with AI tools such as ChatGPT, Gemini, or similar platforms

Along with your submission, please also provide:

• An example of a project or process you helped organize or coordinate. What steps did you take to keep everything on track?
• Tell us about a time you identified an inefficient process or recurring problem. How did you approach improving it?

And please also include ONE of the following:

• Describe how you prioritize tasks when coordinating multiple projects with competing deadlines
• Share an example of how you've used project management software or another tool to improve organization or efficiency
• Tell us about a system, workflow, or process you introduced or improved and what impact it had
• Explain how you approach learning a new technology or software platform
  

Lumino LLC is an equal opportunity employer and does not discriminate against any freelancer, contract worker, employee, or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, disability, or any other federal, state, or local protected class.

Lumino will ensure that persons with disabilities are provided reasonable accommodations. If you need a reasonable accommodation to participate in the job application or interview process, please let us know.