Project Manager / Coordinator

Please note: All applications must be submitted in English. Resumes must be written in English, and the entire interview process will be conducted in English. We are looking for someone who wants a long-term opportunity to grow with the team.

Title: Project Manager / Coordinator (Operations & Delivery)
Location: Remote | EST hours preferred
Type: Independent Contractor I Full-Time | Long-Term
Reports To: Head of Project Management
Works Closely With: Software Dev Team, Product Team, Fellow Project Managers
Monthly Compensation: $2,000 - $2,500

About the role

Our client builds and operates interactive digital kiosks and signage, including games, activations, and branded experiences for events, retail, and entertainment clients across North America and beyond. This role is ideal for a structured, proactive PM who can raise risks early, keep projects moving, and deliver on time, on budget, and to quality standards under deadline pressure.

We’re looking for a certified Project Manager / Coordinator to own delivery end-to-end, from kickoff to launch. This is a fast-paced, high-volume role managing several projects per quarter on tight 3–6 week waterfall timelines with fixed go-live dates. You’ll own timelines, budgets, logistics, scope, and ClickUp as the source of truth, while coordinating across software, hardware, sales, vendors, and clients. Because every project includes physical hardware, shipping and logistics are central.

What You’ll Be Doing

• Lead end-to-end project delivery from kickoff through completion, ensuring projects are delivered on time, on budget, within scope, and to client quality standards.
• Own and optimize ClickUp as a central project management system, including workflows, templates, dashboards, task ownership, timelines, dependencies, and team accountability.
• Build and implement scalable project management processes, SOPs, checklists, and reporting structures that improve efficiency and reduce confusion, rework, and delays.
• Manage cross-functional coordination between sales, operations, creative, software, fabrication, logistics, finance, vendors, field teams, and clients.
• Maximize client billbacks, change orders, recoverable expenses, and margin protection by tracking scope changes, additional requests, rush fees, logistics costs, and out-of-scope work.
• Improve logistics planning and execution, including shipping, receiving, staging, storage, installation, pickup, returns, site readiness, and deployment tracking.
• Identify and implement cost-reduction opportunities across logistics, procurement, vendors, installation partners, field services, and operational workflows.
• Manage client communication, expectations, approvals, dependencies, risks, and project updates with professionalism, clarity, and urgency.
• Track project budgets, actual costs, timelines, risks, vendor performance, and profitability, while escalating issues early and recommending solutions
• Lead continuous operational improvement by identifying inefficiencies, strengthening internal accountability, improving vendor performance, and creating repeatable systems that allow them to keep scaling.

What You Bring

Required

• Project management certification — PMP, CAPM, or equivalent.

• Direct, hands-on logistics and shipping experience — coordinating freight, receiving, staging, installation, pickup, and returns, ideally across several events or deployments at once.

• Hands-on experience with ClickUp configuring workflows, dashboards, and ownership, not just using a board (or a very similar PM tool, with a clear path to ClickUp).

Also important

• 4+ years owning delivery end-to-end—accountable for timeline, budget, scope, and quality—across multiple concurrent projects.
• Commercial discipline: tracking budgets, change orders, billbacks, recoverable costs, and protecting margin.
• Strong cross-functional coordinator and clear, client-ready communicator (English; client-facing).
• Comfortable working alongside software and creative teams.
• Builds SOPs, checklists, dashboards, and reporting that keep teams accountable and reduce rework.
• Comfortable juggling a high volume of short, concurrent projects on a waterfall cadence (kickoff,  planning,  design,  execution,  deployment).
• A proactive risk-spotter who raises a hand early rather than waiting for things to slip — and keeps clients accountable for assets, approvals, timelines, and scope.
• Thrives in a fast-paced, “the show goes on” environment; able to cover ~9–5 EST and provide occasional weekend / event support at go-live.

NICE TO HAVE

• Background in experiential marketing, events, activations, DOOH / digital signage, AV, or exhibitions.
• Vendor / procurement management and field or installation coordination.
• Experience standing up or optimizing ClickUp for a team (templates, automations, dashboards).
• Exposure to hardware, fabrication, or warehouse / deployment logistics.