[Hiring] Project Coordinator @Bit by Bit Inc

Role Description

We are seeking a highly organized and proactive Project Coordinator to help keep multiple client technology projects moving from planning through execution and handoff. You will work closely with project managers, engineers, service teams, vendors, and clients to coordinate resources, track milestones and dependencies, maintain project documentation, communicate status, and ensure next steps are clear and completed.

This is not simply an administrative coordination role. You will be part of the team responsible for moving real client IT projects forward in a fast-paced MSP environment. The role offers broad exposure to project delivery, client communication, technical teams, and the operating rhythms of a U.S.-based technology services company.

Work Arrangement

• Remote position based in the Philippines or Indonesia.
• Full-time schedule aligned with U.S. Eastern Time (9:00 AM – 6:00 PM ET), which means nighttime working hours in the Philippines and Indonesia.
• Regular interaction with U.S.-based clients, engineers, project leaders, and other internal teams.
• Reliable high-speed internet and a professional remote working environment are required.

What Success Looks Like

• Projects have clear owners, milestones, dependencies, timelines, and next actions.
• Engineers and other contributors know what they are responsible for and when their work is scheduled.
• Clients receive timely, professional, and easy-to-understand updates.
• Risks, delays, and stalled tasks are identified early and escalated appropriately.
• Project documentation is accurate, current, and easy for others to use.
• Completed projects transition cleanly into ongoing support with proper documentation and knowledge transfer.
• Project managers can rely on you to independently follow up, organize work, and keep projects moving.

Duties and Responsibilities

• Support project initiation, scope clarification, and Statement of Work (SOW) documentation for multiple client projects simultaneously.
• Coordinate resources across project engineering, service desk, NOC/SOC, vendors, and other internal teams to support project execution.
• Track milestones, deliverables, dependencies, risks, action items, and decisions using project management tools.
• Maintain clear ownership and next actions across projects and proactively follow up with responsible parties.
• Identify stalled work, missed commitments, resource conflicts, or emerging risks and escalate them before they affect delivery.
• Assist with project budgeting, forecasting, scheduling, and tracking work against financial expectations.
• Coordinate engineering time with resource/dispatch teams and help resolve scheduling conflicts.
• Support project meetings by preparing agendas, documenting decisions, capturing action items, and following through on commitments.
• Ensure project work is properly logged, scheduled, and tracked through the MSP’s project management, PSA, ticketing, and related operational systems.
• Maintain awareness of client SLAs and operational commitments so project activity does not unnecessarily disrupt ongoing support.
• Work with the PMO and project leaders to follow project governance, change management, documentation, security, and data-handling standards.
• Coordinate device provisioning, deployments, migrations, upgrades, and other implementation activities as required by the project plan.
• Support clean handoffs from project teams to service desk/operations after completion, including documentation, asset updates, open issues, and knowledge transfer.
• Act as a communication bridge between clients, project managers, engineers, vendors, and internal service teams.
• Provide clear and timely project updates covering progress, upcoming milestones, risks, decisions, and changes to timelines.
• Communicate confidently and professionally with U.S.-based clients through email, Microsoft Teams, and project meetings.
• Translate project status and technical information into clear, client-friendly language.
• Follow up on client decisions, approvals, questions, and commitments that may affect project timelines.
• Help manage expectations across client leadership and technical teams while maintaining a high standard of customer service.
• Prepare and maintain client-facing project documentation, runbooks, SOPs, schedules, meeting notes, and status reports.
• Support user acceptance testing (UAT), final validation, and readiness activities where applicable.
• Ensure project closeout activities are completed, including documentation updates, ticket closure, asset updates, outstanding-item tracking, and lessons learned.
• Help ensure final deliverables and documentation meet agreed project and internal quality standards.

Qualifications

• 2–4+ years of experience in project coordination, project administration, or project management, ideally in technology or professional services.
• Demonstrated ability to coordinate multiple projects or workstreams at the same time while maintaining attention to detail.
• Strong written and spoken English, including the ability to communicate professionally with U.S.-based clients and colleagues.
• Strong organizational, follow-up, prioritization, and time-management skills.
• Comfort working with technical professionals and learning the terminology and workflow of IT projects.
• Experience using a project management, ticketing, PSA, workflow, or task-tracking platform.
• Ability to identify risks, dependencies, and stalled work and take appropriate action rather than waiting for direction.
• Ability to work independently in a distributed team while remaining responsive, collaborative, and accountable.
• Ability and willingness to work a full-time schedule aligned with U.S. Eastern Time.

Preferred Qualifications

• Previous experience within a Managed Services Provider (MSP), IT services company, or other client-facing technology environment.
• Experience with project management platform and software.
• Familiarity with PSA/RMM or service management tools such as ConnectWise, Autotask, N-able, Kaseya, NinjaOne, or similar platforms.
• Understanding of MSP workflows, SLAs, ticketing, asset management, change management, and service handoffs.
• Exposure to Microsoft 365, Azure, networking, cloud, infrastructure, device deployment, or migration projects.
• CAPM, PMP, or other formal project management training/certification.

Professional Competencies

• Ownership and follow-through: you do not let tasks disappear after a meeting or email.
• Client orientation: you communicate professionally and understand that the client experience matters as much as the project plan.
• Judgment: you know when to solve, when to follow up, and when to escalate.
• Attention to detail: project records, dates, dependencies, and documentation stay accurate.
• Adaptability: you can shift priorities in a fast-moving MSP environment without losing control of existing commitments.
• Teamwork: you collaborate effectively across technical, service, project, vendor, and client teams.

Compensation & Benefits

• Salary:
  • Philippines: $1,300–1,800 USD/month
  • Indonesia: $1,000–1,500 USD/month
• Two weeks paid vacation
• Additional Indonesia benefits include medical, dental, paid vacation, and retirement plan

Working Conditions

• Location: Fully Remote
• Schedule: Full-time overnight shift aligned with Eastern Time (USA)
• Environment: Fast-paced MSP environment supporting multiple client infrastructures and enterprise systems
• Occasional after-hours or on-call responsibilities may be required