Project Coordinator Job

This job application is closed.

This is a full-time salaried position (32-hour 4-day work weeks). It’s remote, in the US, with flexible hours. Salary for this role will be based on your experience and skill set and will range from $60,000 to $75,000 annually.

About Aeolidia

Aeolidia is a boutique Shopify design and development team that builds story-centered ecommerce websites for designers, artisans, and curators (since 2004). We’re a senior group of specialists who collaborate closely to help creative businesses level up by pairing strategy, design, and technical execution.

Our team is united in our common goal of taking creative businesses to the next level. Each person who works at Aeolidia embodies these characteristics:

Humble Expert: Confident about own work, open-minded, and ego never gets in the way.
Conscientious Steward: Owns outcomes, anticipates needs, and uses good judgment to protect our reputation.
Empathetic Strategist: Sees each project as unique, listens to understand, and tailors elegant solutions people enjoy using.
Curious Learner: Continuously improves skills and knowledge and challenges assumptions.
Engaged Advocate: Connects with and genuinely enjoys helping independent businesses succeed.

A Day in the Life

The Project Coordinator will support our Project Management team by owning their own small projects and handling behind-the-scenes project admin that keeps client work moving smoothly on larger projects. This includes setting up and closing out projects in ClickUp, maintaining accurate project data, and implementing the Project Manager’s plan. Small projects will include Klaviyo email marketing projects, branding projects, and answering client questions about the Shopify admin during our customer support windows and on maintenance retainers. As part of our support for clients, this job will involve putting together client tutorial docs for individual projects.

Your goal is to ensure that each person on the team (and each shop owner) has the right information at the right time, and always knows what’s coming next, and when.

The majority of your day will be spent in:

ClickUp, our project management software, setting up projects from templates, organizing tasks and milestones, and keeping details up to date
Slack, our internal messaging system, coordinating with the team, answering quick questions, and following up to remove roadblocks
Google Drive (and other tools as needed), keeping links, files, notes, and project info organized and easy to find

Our project management processes are fully developed. You’ll learn how we do things, then help us run our processes consistently and improve them over time. You’ll work closely with your own clients, and our two Project Managers (and until we ramp up this role, you will also support the broader team with general assistant tasks). Your ultimate responsibility is to keep project operations tidy, accurate, and reliable so nothing slips through the cracks—especially when it comes to keeping clients informed, gathering and organizing information, routing feedback and content to the right place, and keeping tasks on track and on time.

Regular tasks may include:

Managing our smaller projects independently, and keeping track of deadlines and scope for our Klaviyo team and designers
Setting up new projects in ClickUp using templates (tasks, milestones, assignees, due dates, docs, custom fields)
Keeping project plans accurate as work evolves (status updates, reschedules, clean-up, dependencies, reminders)
Gathering, checking, and organizing project inputs (content, links, files, preferences, notes) so they’re easy to find and use
Routing feedback and approvals to the right place and tracking what’s outstanding
Supporting smooth handoffs between teammates by making sure tasks are clear, assigned, and unblocked
Closing out projects in ClickUp (final organization, task completion, archiving, wrap-up hygiene)
Building out shop navigation for clients in the Shopify admin
Creating client tutorial docs for individual projects
Quality Assurance testing for websites, including Clarity audits and accessibility audits
Post-launch 404 reports
Pulling and preparing Shopify analytics for our Ecommerce Strategist
Adding affiliate software leads and submitting managed accounts.
Sending cards and gifts to clients
Helping with general team admin during ramp-up to a full-time Project Coordinator role (light scheduling, formatting, data entry, internal follow-ups)

You Might Be a Great Fit If

First, before we dive in, did you know that, “Men apply for a job when they meet only 60% of the qualifications, but women apply only if they meet 100% of them?” [reference] If you saw the list of tasks above and they looked like things you could do, please apply even if you aren’t a 100% fit for the things below!

You love making systems run smoothly—templates, checklists, clean task lists, and organized documentation are second nature to you.
You’re highly proficient in project management software (especially ClickUp or similar) and can quickly learn our setup, templates, and conventions.
You are an excellent video, phone, and written communicator, comfortable in your own skin, and able to be clear, concise, genuine, and down to earth in each of these modes of communication.
You’ve worked with clients in an agency setting specifically focused on graphic design, web design, web development, and/or ecommerce.
You’re great at “information routing”: gathering inputs (content, links, preferences, feedback), checking for completeness, and getting them where they belong.
You can keep multiple projects tidy at once without dropping details—owners, due dates, dependencies, statuses, and links stay accurate under your care.
You’re comfortable shifting between PM support and general team assistant tasks as we ramp up the role.
You’re comfortable receiving and following instructions, collaborating with a multi-faceted team, and doing your part to ensure every project is completed on time.
You can receive constructive feedback with grace and humility, and always look to improve your work.
Instead of passively waiting for instructions, you proactively reach out to ensure your work is effective and meets the current needs.
You’re not someone who settles for the status quo. You continuously look for ways to improve and streamline the company’s processes.
You’re not easily distracted by notifications, Slack, and email; you prioritize proactive work over reactive work and can carve out clear time to focus on projects.
You’re energized by being part of a team and enthusiastic about supporting our existing proven processes.
You can commit to working 32 hours per week.
Our clients’ success is your success – when they win, you win, too!

Bonus Points

You’re familiar with Shopify in some capacity.
You’re familiar with the ClickUp project management system.
You’ve supported project work in an agency setting (web design/development, ecommerce, or creative services).
You’ve helped with website QA.
You’ve worked with and supported creative small businesses.

Perks & Benefits

As part of the Aeolidia team, here are some benefits we will offer you:

Flexible work schedule
Remote work position
32-hour, 4-day weeks (we take Fridays off)
4 weeks of paid vacation to start
Our virtual office is closed for two weeks during the winter holiday season (in addition to the vacation weeks mentioned above)
Participation in a SIMPLE IRA plan with 3% annual company matching
Profit-sharing bonuses based on your contribution to how the company is doing financially
Reimbursement for phone and internet plans (based on position)
A culture of flexibility and freedom in decision making, problem solving, autonomous work environment, and ownership of your position and responsibilities

Aeolidia is an equal opportunity employer. We’re Black-owned, woman-owned, and have 100% female leadership. Diversity isn’t just a value for us, it’s literally who we are as people, how we live and exist in the world and in our bodies. We believe our variety of backgrounds, beliefs, and experiences to be critical to our success. We are passionate about creating a welcoming, supportive, and collaborative environment for all employees. All are encouraged to apply as we continue to grow a smart, committed, and diverse team of people who love working together to build something that matters.

How to Apply

Does this sound like you? Then we’re looking forward to meeting you! Apply here by February 4th, 2026:

This job application is closed.

P.S. If you’re not interested in or available for this position, but know someone who might be, we would appreciate it if you shared this application with them!