Project Coordinator - (HR31772DPL)

Job Title: Project Coordinator
Location: Remote - open, with at least 3 hours of overlap with Central Time (CT)
Salary Range: up to 1800 USD (Flexible for the right fit)

Work Schedule: Monday - Friday, 8:00 AM to 5:00 PM (CT) overlap preferred (flex hours possible)

NOTE: INDEPENDENT CONTRACTOR POSITION

Company Overview:

Sagan is an exclusive membership community for top executives, founders, and CEOs seeking to hire and maximize the impact of international talent. We bridge the gap between global talent and US-based businesses, connecting candidates from vibrant regions like Latin America, the Philippines, India, Pakistan, Bangladesh, and Africa with leading American companies. Sagan provides a high-performance remote work environment, ensuring access to world-class opportunities for top-tier professionals.

About the Company:

Sagan represents a 30-year-old U.S.-based commercial cabinetry and architectural millwork company serving hospitals, schools, banks, and institutional clients across the country. Under new ownership since January 2025, the company blends traditional craftsmanship with a modern, process-driven front office culture. The team is small, efficient, and focused on growth.

Position Overview:

The Project Coordinator role is designed to free up senior leaders by taking ownership of operational and administrative project support. It is a project-focused, detail-heavy administrative role, supporting a high volume of concurrent projects across the full project lifecycle.

You'll be responsible for six key deliverables:

New Opportunity Setup: working with 20+ online bid portals to download architectural drawings/specs, file in Dropbox, enter details into Monday.com, and link between them to enable efficient takeoff and estimation.
Proposal Follow-Up: reaching out to contractors after bid submission to determine proposal status and track outcomes.
Project Onboarding: coordinating onboarding meetings between the client and project manager, and managing follow-through on contracts, billing setup, insurance certs, and other documentation.
Material Ordering: submitting approved material orders via email or vendor sites and confirming receipt to keep timelines on track.
Billing Support: a minimal portion of the role (~45 minutes/month); primarily involves filling out contractor pay app forms, answering billing prep questions (e.g., who receives this invoice?), and verifying project readiness for billing.
Project Closeout: compiling and submitting final materials like warranty letters, operating instructions, and durability documentation.

Note: This role does not serve as a strategic assistant to ownership. The focus is on execution and administrative coordination within the project lifecycle.

Key Responsibilities:

• Download architectural drawings/specs and ensure projects are estimate-ready.
• Schedule and manage onboarding calls; track signatures and compliance documents.
• Maintain Monday.com boards, Dropbox folders, and trackers with precision.
• Follow up on submitted proposals and record outcome intel.
• Submit approved material orders via email or vendor portals; confirm acknowledgments.
• Complete billing-related pay apps and respond to occasional billing logistics questions.
• Prepare billing documents and close-out materials (e.g., warranties, O&M manuals).
• Provide light executive assistance: calendar triage, quick research, inbox support.

Qualifications:

• 2+ years in project coordination, operations support, or high-volume admin roles.
• Exceptional written English and clear, confident spoken English.
• Comfortable managing 30-40 active projects; hyper-organized and detail-oriented.
• Tech-savvy: quick to learn bid portals, Dropbox, Google Workspace, and Monday.com.
• Proactive, communicative, and comfortable asking questions when unsure.
• Ability to thrive amid ambiguity and shifting priorities -- brings a steady, calm presence even in fire drill moments.

Nice-to-Haves:

• Experience with architectural drawings, take-offs, or submittals.
• Familiarity with billing workflows or basic accounting tasks.
• Background supporting U.S. commercial or institutional projects.

Resume Submission Guidelines:

💡To help us review your application efficiently, please submit your resume in text-based PDF format only.

🔸Avoid uploading scanned documents, image files (JPG/PNG), or Word documents (DOC/DOCX) format to prevent your application from being overlooked.

📍Important: For timely processing, both your resume and introductory video must be submitted in English.