BizOps Project Coordinator - Remote, Philippines

BizOps Project Coordinator - Remote, Philippines

Application Deadline: 14 March 2025

Department: BizOps

Employment Type: Full Time

Location: Philippines

Reporting To: Trisha Aguilar

Description

About Magic
We are a leading modern outsourcing platform, that connects SMBs to high-quality remote Executive Assistants. With roots in Silicon Valley, and backing from top venture capitalists, our workers are supercharged with a combination of the latest AI technology and training.
Background

Our company came out of Y Combinator in 2015. Since then we've grown to 1000+ remote workers, with strong venture-backing (including Sequoia Capital) and over $30M in funding to date. We are fully remote across Asia and US time zones.


Why does this role exist

We are seeking a highly motivated and detail-oriented Project Coordinator with a foundational understanding of AI concepts and prompt engineering to join our team and play a key role in driving our company's success.  As a Project Coordinator, you'll be a key player in our operations, helping to ensure that our projects run smoothly from start to finish. You'll be working closely with various internal departments such as Marketing, Recruitment, Sales, and Operations teams and coordinating efforts and ensuring that our project plans align with our company's overall objectives. Your role will involve understanding our project roadmaps, implementing plans, and gathering feedback to optimize our processes.

Key Responsibilities

• Understand and follow our project roadmaps and implementation plans, making sure they align with our company's goals.
• Serve as the main point of contact for project-related questions and issues, providing timely and effective solutions.
• Gather feedback from stakeholders and customers to assess project performance and identify areas for improvement.
• Help develop project documentation, including project plans, status reports, and risk assessments
• Work closely with various internal departments to ensure smooth project rollouts.
• Keep track of project progress, using data to make decisions that optimize outcomes and achieve project milestones.
• Continually look for ways to improve our operational processes and procedures to boost efficiency and effectiveness.

The impact you’ll make: 

• Project Planning and Execution:
  • Develop detailed project plans based on the roadmap and implementation strategies.
  • Coordinate with the Product and Operations teams to ensure all project activities are carried out according to the plan.
  • Monitor project progress, adjust plans as necessary, and ensure projects are completed on time and within budget.
    
    
• Cross-Functional Collaboration:
  • Act as a liaison between the Product and Operations teams, facilitating communication and collaboration.
  • Coordinate with different teams through Slack or virtual meetings to ensure smooth project rollouts and implementation.
    
    
• Feedback Collection and Analysis:
  • Implement mechanisms for collecting feedback from stakeholders and customers throughout the project lifecycle.
  • Analyze feedback to assess project performance and identify areas for improvement.
    
    
• Documentation and Reporting:
  • Assist in the development of project documentation, including project plans, status reports, risk assessments, and final project reports.
  • Regularly update project stakeholders on project status, risks, and changes.
  • Maintain accurate and up-to-date project records and documentation
    
    
• Process Improvement & Automation:
  • Regularly review operational processes and procedures to identify areas for improvement.
  • Propose and implement changes that leverage AI solutions and prompt-engineering techniques to streamline operations and reduce manual effort in routine tasks.
  • Utilize AI to enhance existing project workflows.
  • Develop and test prompts to enhance accuracy and functionality, ensuring that AI-driven processes deliver reliable results.
    
    
• Stakeholder Management:
  • Serve as the main point of contact for all project-related inquiries from stakeholders.
  • Ensure stakeholders are kept informed about project progress and any changes to the project plan.
  • Build and maintain strong relationships with stakeholders, promoting a culture of transparency and collaboration.

Skills, Knowledge and Expertise

Required Experience:

• Proven experience in project coordination, operations, or a similar role.
• Strong understanding of project management principles and methodologies.
• Basic understanding of AI concepts, including prompt engineering.
• Excellent organizational and time management skills, with the ability to manage multiple projects simultaneously.
• Strong communication and interpersonal skills, with the ability to work effectively with cross-functional teams.
• Proficiency in project management software and tools.
• Self-motivated and results-driven, with a strong sense of ownership and accountability.
• Ability to analyze data and make informed decisions based on feedback and metrics.

Your superpowers are… 

• Strong communication and interpersonal skills, with the ability to work effectively with cross-functional teams.
• Proficiency in project management software and tools.
• Self-motivated and results-driven, with a strong sense of ownership and accountability.
• Ability to analyze data and make informed decisions based on feedback and metrics.
• A meticulous attention to detail and a data-driven approach to problem-solving.
• Exceptional organizational skills and the ability to manage multiple tasks efficiently.

You should apply if… 

• You have a proactive mindset, always looking for ways to improve processes and outcomes.
• You are adaptable and resilient, capable of responding to changing priorities and project scopes.
• You are passionate about data accuracy and have a knack for spotting trends and insights.
• You enjoy working in a dynamic environment and can pivot between tasks seamlessly.
• You are a strong communicator who values collaboration and transparency.
• You have a track record of driving process improvements and operational excellence.
• You are familiar with vendor management and enjoy the challenges of platform maintenance and support.