About the Role:

The Admin Project Manager supports the IBC team by coordinating projects and deliverables, organizing files and CRM systems, maintaining efficient operating processes, and providing administrative support to keep daily operations running smoothly. Reporting directly to the CEO, this role helps ensure that projects stay organized, deadlines are met, information is accessible, and team members have the administrative support they need to perform effectively.

The ideal candidate is highly intelligent, proactive, tech-savvy, and skilled at solving problems independently. This position requires someone who can manage multiple priorities, communicate professionally, learn new industry-specific software, and take ownership of tasks from start to finish. Strong organizational skills, sound judgment, and a strong work ethic are essential to success.

Key Responsibilities

• Manage projects, timelines, and deliverables to help the IBC team stay organized and meet deadlines.
• Coordinate project activities, track progress, follow up on outstanding tasks, and communicate updates to relevant team members.
• Organize and maintain digital files, records, and documentation to ensure information is accurate, accessible, and properly stored.
• Maintain and organize CRM data, ensuring records are current, consistent, and useful for team operations.
• Support the development, documentation, and improvement of operating processes to increase efficiency and consistency.
• Provide administrative support to the team, including scheduling, correspondence, document preparation, and other operational tasks as needed.
• Identify workflow challenges, investigate issues, and recommend or implement practical solutions.
• Learn and adapt to new industry-specific software and technology platforms to support the team’s operational needs.
• Communicate with team members, clients, and other stakeholders to coordinate activities, clarify information, and follow up on deliverables.
• Expect to spend approximately 25–50% of the shift on the phone, handling calls and coordinating with relevant stakeholders as needed.

Qualifications & Skills

Important Skills:

• Strong project coordination and task management skills, including the ability to track deliverables, timelines, and follow-ups.
• Excellent organizational skills and attention to detail when managing files, CRM records, and operational documentation.
• Strong problem-solving and critical-thinking abilities, with the judgment to assess situations and determine appropriate next steps.
• High level of technology proficiency and the ability to learn new software, systems, and industry-specific tools quickly.
• Familiarity with CRM platforms, project management systems, digital file management, and standard office productivity tools.
• Strong written and verbal communication skills for coordinating projects, handling phone calls, and supporting team operations.
• Effective time management and prioritization skills, especially when balancing multiple projects and administrative responsibilities.
• Ability to document processes, maintain accurate records, and identify opportunities to improve workflows.
• Ability to work independently, take initiative, and follow tasks through to completion with minimal supervision.
• Professional phone etiquette and confidence communicating with internal and external stakeholders.

Ideal Personality & Mindset:

• Highly intelligent and analytical: Quickly understands new information, connects details, and applies sound judgment to unfamiliar situations.
• Strong problem-solver: Looks beyond surface-level issues, identifies root causes, and finds practical solutions rather than waiting for direction.
• Strong work ethic: Demonstrates consistent effort, reliability, and commitment to producing high-quality work.
• Proactive and resourceful: Anticipates needs, identifies potential roadblocks, and takes initiative to keep projects moving forward.
• Highly organized: Maintains clear systems for files, deliverables, CRM information, and daily responsibilities.
• Accountable and dependable: Takes ownership of assignments, follows through on commitments, and communicates promptly when priorities or timelines change.
• Adaptable and tech-savvy: Embraces new technologies and learns unfamiliar systems with confidence.
• Detail-oriented: Reviews work carefully and maintains accurate records, documentation, and project information.
• Collaborative and service-minded: Provides responsive administrative support and works effectively with team members and leadership.
• Professional and communicative: Communicates clearly, handles phone interactions confidently, and maintains a courteous, solutions-focused approach.

Tools & Technologies

• CRM platforms and customer or business record management systems
• Project management and task tracking software
• Digital file storage and document management systems
• Spreadsheets and office productivity applications
• Email, calendar, and team communication platforms
• Industry-specific software and operational tools, with the ability to learn new systems as required

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Working days: Monday–Friday
• Working hours: 8:30 AM–5:00 PM EST
• Reporting to: CEO
• Work arrangement: Remote
• The role requires consistent communication, independent task management, adaptability, and coordination across multiple projects and administrative responsibilities.

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.