Project Coordinator / Intake Specialist at OurAssistants

Location: Work from Home

Type of Employment: Full-time

Work Shift: US Business Hours

About Us

At OurAssistants, we connect U.S.-based property management and HOA companies with highly skilled virtual professionals. We support financial operations, compliance, and community management teams by providing dependable, detail-oriented remote talent. Learn more at ourassistants.com.

Role Overview

We are seeking a highly organized Project Coordinator / Intake Specialist who can serve as the bridge between incoming requests and execution teams. This role requires someone who can analyze requests logically, structure them into clear workflows, and coordinate delivery while maintaining strong communication with stakeholders.

The ideal candidate has the technical reasoning to triage tasks and the soft skills to manage communication, expectations, and clarity across teams.

Key Responsibilities

• Request Intake & Task Translation – Review incoming client or internal requests and convert unstructured or complex inputs into clear project briefs, tickets, or templates for execution teams.

• Task Triage & Prioritization – Evaluate requests for scope, urgency, dependencies, and required resources, then route tasks to the appropriate team or workflow.

• Stakeholder Coordination – Communicate with clients and internal teams to gather missing details, clarify expectations, and ensure alignment before work begins.

• Workflow Tracking & Follow-Through – Monitor task progress, maintain organized documentation, and ensure deliverables move efficiently from intake through completion.

Qualifications

• Strong English communication skills (written and verbal).

• Experience in project coordination, client operations, or workflow management.

• Ability to analyze ambiguous requests and structure them into actionable steps.

• Strong organizational and documentation skills.

• Comfortable working across multiple teams and managing priorities.

• High attention to detail and strong problem-solving skills.

Preferred Experience

• Experience working in remote or distributed teams.

• Familiarity with project management or ticketing systems (e.g., Asana, ClickUp, Monday, Jira, Trello).

• Experience in client-facing operations or service delivery environments.

Key Traits for Success

• Logical thinker who can triage and structure work

• Strong communicator who can manage stakeholders diplomatically

• Detail-oriented and process-driven

• Calm under pressure with the ability to manage multiple priorities