AI-Powered Operations & Project Coordinator

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: TYPE OF WORK

Part Time

: SALARY

$6 per hour Negotiable

: HOURS PER WEEK

20

: DATE UPDATED

Jul 6, 2026

JOB OVERVIEW

Job Title: AI-Powered Operations & Project Coordinator (Part-Time / Remote)
Location: 100% Remote
Hours: Part-Time (approx. 20 hours/week)
Job Summary
We are seeking an exceptionally tech-savvy, organized, and forward-thinking Operations & Project Coordinator to join our team. This is not a traditional data-entry or basic administrative role. You will be the central hub of our projects, responsible for orchestrating workflows, organizing research, and driving productivity.

The ideal candidate is an "AI-native" professional—someone who doesn't just use AI for simple text searches, but leverages advanced AI workflows to create visual assets, synthesize data, and automate project management. You will manage bid research, coordinate project estimates, and maintain absolute structural order within our digital workspace.

Key Responsibilities
1. Project Orchestration & Workspace Management (ClickUp)
ClickUp Architecture: Take full ownership of our ClickUp workspace. You will not just check off tasks; you will build, organize, and optimize project boards, custom fields, and dashboards to keep projects moving seamlessly.

Workflow Automation: Ensure team projects are organized, deadlines are tracked, and dependencies are mapped out correctly.

2. AI-Driven Research & Synthesis (NotebookLM & Beyond)
Advanced Data Synthesis: Use NotebookLM and other advanced AI tools to upload, organize, and synthesize large batches of research, bid documents, and project source materials.

Content & Asset Creation: Move beyond basic text prompts. Use AI tools to help generate structured outlines, comprehensive briefs, and visual project assets (e.g., leveraging AI to help design infographics or data visualizations).

Bid Opportunity Research: Monitor various procurement and bidding platforms to identify and filter relevant public/private sector opportunities. You will utilize platforms including:

Government & Education: Bonfire, Ionwave, BidNetDirect, and various City/School District portals.

Construction & Commercial: BidCentral, BidClerk, ConstructConnect.

3. Estimating, Billing, and Invoicing
Assist in preparing accurate, timely project estimates based on research data.

Manage invoicing and billing processes, ensuring timely client tracking and payment follow-ups.

4. Calendar & Operations Management
Maintain an organized virtual workspace.

Manage executive calendars, coordinate critical deadlines, and prevent scheduling conflicts.

Maintain effective asynchronous and live communication via email, Slack, and video conferencing.

5. Social Media Presence
Coordinate and schedule content across social platforms to maintain an engaged online presence.

Requirements & Qualifications
Experience: 2+ years of experience in project coordination, operations, or an advanced executive administrative role.

ClickUp Mastery: Proven experience managing projects inside ClickUp (building lists, setting up views, managing tasks). This is a core requirement.

Advanced AI Literacy: Demonstrated experience using AI as a productivity partner. You must be comfortable with NotebookLM, advanced prompting, and using AI to generate creative/visual outputs (like infographics or structured diagrams).

Tech Stack Fluency: Highly proficient with Google Workspace, Microsoft Office, and modern CRM/productivity tools.

Analytical & Organized: Strong capability to research, filter massive amounts of data across multiple bidding platforms, and synthesize it into clear summaries.

Communication: Elite written and verbal communication skills; ability to manage up and keep projects on deadline.

SKILL REQUIREMENT

Clickup AI Automation

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AI-Powered Operations & Project Coordinator

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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