Project Manager (Urgent Need -Remote)

Company: Allied Assist

About Us

Allied Assist is a remote operations support company specializing in childcare and service-based businesses. We partner with growing businesses by providing reliable administrative support, lead management, customer communication, and operational execution that helps clients stay organized, responsive, and focused on growth.

We are looking for a proactive, highly organized Project Manager who can manage leads, support client operations, oversee task execution, and ensure nothing falls through the cracks.

This role is ideal for someone who communicates confidently, takes initiative without being asked, enjoys solving problems, and genuinely wants to help clients succeed.

Role Overview

This is a client-facing Project Manager role responsible for keeping daily operations running smoothly through a combination of:

Lead management and follow-up
Phone communication with leads and clients
Client administrative support
Project and task coordination
Oversight of assigned Virtual Assistants

This role includes handling phone calls, both answering incoming calls from leads and clients and making calls to prospective leads for follow-ups, scheduling, and general communication. This is not a high-volume call center role.

The majority of the role consists of administrative support, operational execution, and ensuring client projects stay organized. You will serve as the client's operational right hand by keeping systems up to date, tracking tasks, following up on outstanding items, and ensuring assigned Virtual Assistants complete their responsibilities accurately and on time.

We're looking for someone who stays engaged throughout their shift, communicates proactively, notices gaps before clients do, and takes ownership rather than waiting for instructions.

Key Responsibilities
Lead Management & Client Communication
Handle inbound and outbound phone calls with leads and clients
Respond to inquiries and follow up with prospective leads
Schedule appointments, tours, consultations, or discovery calls
Maintain accurate lead records and CRM updates
Follow up consistently to maximize conversion opportunities
Provide professional, friendly, and confident communication across phone, email, and messaging platforms
Project Management & Operations
Support clients with daily administrative and operational tasks
Keep projects organized and moving forward
Track deadlines, priorities, and outstanding action items
Ensure client systems, CRMs, and records remain accurate and up to date
Maintain organized workflows inside project management tools
Identify bottlenecks and resolve issues before they impact the client
Attend client meetings when needed and document action items
Complete administrative tasks accurately and on time


Team Oversight & Accountability
Oversee Virtual Assistants assigned to the same client
Ensure assigned tasks are completed accurately and on time
Monitor progress and follow up on outstanding work
Help keep projects moving by ensuring nothing falls through the cracks
Keep clients informed on project status when needed
Ensure communication between tea ---------- mbers remains clear and efficient
Escalate issues when necessary while proposing solutions


Systems & Tools
Preferred experience with:

Hubstaff
Slack or Microsoft Teams
Microsoft Office
Google Sheets / Microsoft Excel
CRM platforms
AI productivity tools (ChatGPT, Claude, etc.)


Requirements
3+ years of experience in project management, executive assistance, operations support, account management, client success, or similar roles
Excellent spoken and written English
Strong phone communication and relationship-building skills
Comfortable handling both inbound and outbound phone calls
Highly organized with exceptional attention to detail
Strong leadership and coordination skills
Ability to manage multiple projects simultaneously
Proactive mindset with the ability to work independently
Takes initiative without constant supervision
Active, responsive, and productive throughout the workday
Reliable, accountable, and detail-oriented
Strong follow-up habits and excellent time management
Willing to help wherever the client needs support
What We're Looking For

We're not simply looking for someone who completes assigned tasks.

We're looking for someone who:

Takes ownership of the client's success
Notices problems before they become bigger issues
Keeps projects moving without being reminded
Follows through consistently
Communicates proactively
Holds themselves and others accountable
Enjoys supporting clients and making their lives easier
Has a strong work ethic and remains productive throughout the entire shift
Is willing to step in and help wherever needed


Nice to Have
Childcare industry experience
Lead management or appointment-setting experience
Project management certification
Executive Assistant background
Operations management experience
Experience working with remote teams
Familiarity with Brightwheel or Procare
Work Setup
Fully remote
Stable high-speed internet
Quiet, professional workspace
Camera-ready for client meetings
Available 8:00 AM – 5:00 PM EST


Compensation

Starting Rate: $4.00/hour

Paid weekly via Wise
Performance reviews at 30, 60, and 90 days
Growth opportunities available for strong performers



IMPORTANT – How to Apply

Please send:

A Vocaroo audio introduction explaining why you'd be a great fit for this Project Manager role
Resume (view access enabled)
Confirmation you can work 8:00 AM–5:00 PM EST
Confirmation you are comfortable starting at $4.00/hour
Confirmation you are comfortable using a time tracker.
Confirmation that you understand this is a hands-on execution role focused primarily on client support, administrative work, project coordination, and operational execution. While you will oversee other Virtual Assistants assigned to the same client to ensure tasks are completed, this is not a traditional people management role.

Subject Line:

Project Manager Application – [Your Nickname]