Senior Project Manager / Coordinator

OVERVIEW

The client is looking for a highly organized, process-driven Senior Project Manager/Coordinator to own the end-to-end health of every project across the agency.

Responsibilities

Project Operations & Data Integrity

• Maintain and update all project boards in ClickUp and other PM tools daily, ensuring all data is accurate and audit-ready
• Own project data integrity and reporting — dashboards must reflect real-time status across all active engagements
• Track deliverables, milestones, and deadlines; proactively flag risks, blockers, and capacity issues
• Maintain and refine project documentation, SOPs, process templates, and onboarding materials
• Produce weekly and monthly project health reports for internal and client-facing stakeholders

Scheduling & Communication

• Coordinate and schedule all internal and client-facing meetings (standups, sprint ceremonies, check-ins, QBRs)
• Monitor and manage the help desk queue in HubSpot, ensuring all emails and tickets are handled within SLA
• Act as a key escalation and coordination point between account managers, leads, and clients
• Ensure no communication (emails, tickets, meetings) is missed — own the communication flow

Accountability & Team Leadership

• Hold leads and account managers accountable to commitments through structured follow-ups and escalation
• Identify bottlenecks and dependencies proactively and drive resolution
• Work with department leads to align resource allocation with project demands and sprint capacity

Agile & Scrum Leadership

• Facilitate daily standups — keep them focused, time-boxed, and actionable
• Plan and lead sprint ceremonies (backlog grooming, sprint planning, sprint reviews)
• Run structured retrospectives to drive continuous improvement
• Ensure sprint goals are clearly defined and properly tracked
• Monitor velocity and ensure capacity is aligned
• Champion Agile best practices across the team
• Remove blockers quickly and escalate when needed
• Maintain a prioritized backlog with properly estimated and assigned tasks

Requirements

• Agency experience (required)
• HubSpot (required)
• ClickUp & project management tools (required)
• Google Workspace (required)
• Agile / Scrum methodologies (required)

Tools & Platforms

• HubSpot (CRM, pipeline, help desk, SLA tracking)
• ClickUp (boards, sprints, dashboards, reporting)
• Google Workspace (Docs, Sheets, Drive, Calendar, Gmail — advanced level)

What You Bring

• 5+ years of project management experience (agency background required)
• Strong hands-on experience with HubSpot and ClickUp
• Experience with at least one additional PM platform
• Strong proficiency in Google Workspace
• Experience or certification in Agile/Scrum
• Excellent written and verbal communication skills
• High attention to detail with a process-driven mindset
• Ability to manage multiple projects simultaneously

What Success Looks Like

• Project boards are always accurate and up to date
• SLAs are consistently met across all accounts
• Sprints are clearly defined, well-facilitated, and documented
• Teams are held accountable with minimal oversight
• Dashboards are trusted as the single source of truth
• Clients feel informed, supported, and confident in project delivery

Benefits

• Opportunities for growth and advancement
• Competitive compensation package, including Maxicare HMO after three months probationary period