Tasks tracked, deadlines chased, status reported
AssistBPO's virtual project coordinator keeps your projects moving in Asana, ClickUp, Monday, Trello or Notion. Tasks entered and assigned, deadlines chased, blockers surfaced, status reported and meetings scheduled, so the project manager or founder spends time deciding instead of updating boards.
- Executive & admin
- Employed, screened, managed
One named coordinator, employed by the group, in your hours, with a trained backup.
What is a project management virtual assistant?
A project management virtual assistant supports a project owner by running the administrative side of delivery: setting up tasks and timelines in the project tool, updating status from team check-ins, following up on overdue items, scheduling project meetings, recording decisions and producing status reports for clients or leadership. The coordinator does not own the project's decisions; they make sure the decisions get carried out and recorded.
· Reviewed by Issabela Masters
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Project coordinator: what we do and how it runs
A project management virtual assistant supports a project owner by running the administrative side of delivery: setting up tasks and timelines in the project tool, updating status from team check-ins, following up on overdue items, scheduling project meetings, recording decisions and producing status reports for clients or leadership. The coordinator does not own the project's decisions; they make sure the decisions get carried out and recorded.
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What it is
A project management virtual assistant supports a project owner by running the administrative side of delivery: setting up tasks and timelines in the project tool, updating status from team check-ins, following up on overdue items, scheduling project meetings, recording decisions and producing status reports for clients or leadership. The coordinator does not own the project's decisions; they make sure the decisions get carried out and recorded.
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What you get
Boards kept current, owners chased, status reported without you asking
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How it runs
Works inside Asana, ClickUp, Monday, Trello, Notion or Jira
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Match
A 20-minute call on the projects in flight, the tool you use or want to use, who needs status and how often, and where things currently fall through. Within 72 hours we propose a named coordinator with experience in your tool and your kind of projects, plus a trained backup.
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A named assistant, a backup and a team lead
In your hours, inside your tools, with a reply from a person within 1 business day. Call +1-657-777-0006 or ask for a staffing plan.
Get a staffing plan 06 / 06
Who is the project coordinator desk for?
- Agencies running 10 or more client projects
- Account managers are chasing designers instead of talking to clients. A coordinator owns the boards, the deadlines and the Friday status emails.
- Founders running projects on top of everything else
- The product launch, the office move and the new hire onboarding all live in your head. Put them on a board someone else keeps alive.
- Construction, fit-out and installation firms
- Subcontractor schedules, permit dates, deliveries and inspections tracked and chased so the site manager hears about a slip before it happens.
- Software teams without a full-time PM
- Sprint boards groomed, release checklists run, stakeholders updated and retros scheduled, with the lead engineer freed from admin.
What does the project coordinator service include?
These 12 tasks are what AssistBPO's project coordinator desk handles as standard for a founder or executive.
- Project setup in your tool: phases, tasks, owners, dependencies, due dates
- Daily board hygiene: statuses updated, stale tasks flagged, duplicates merged
- Follow-ups with task owners before and after due dates
- Blocker list maintained and escalated to the project owner
- Weekly status report per project for clients or leadership
- Project meeting scheduling, agendas, notes and action capture
- Timeline and Gantt updates when scope or dates change
- Client and stakeholder update emails drafted in your voice
- Resource and capacity view across active projects
- Document and asset organization per project folder
- Templates for recurring project types, refined after each run
- Budget and hours tracking against the plan where your tool supports it
Deliverables and KPIs
AssistBPO reports 6 measures on the project coordinator desk: what lands on your desk, what we count, and how often you see the number.
| Deliverable | KPI we report | Cadence |
|---|---|---|
| Boards current every day | Tasks with stale status older than 2 days | Daily |
| Weekly status report | Sent by Friday noon for every active project | Weekly |
| Overdue tasks chased | Follow-up sent within 1 business day of the due date | Daily |
| Blocker list | Blockers raised to the owner within 4 hours | Ongoing |
| Meeting actions logged | Actions in the tool within 4 hours of the meeting | Per meeting |
| On-time delivery tracking | Milestones hit against the baseline plan | Monthly |
KPIs are what we measure and report, agreed per engagement in the weekly review. Service-level commitments are set in your agreement, not on this page.
How does the project coordinator desk work?
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Match
A 20-minute call on the projects in flight, the tool you use or want to use, who needs status and how often, and where things currently fall through. Within 72 hours we propose a named coordinator with experience in your tool and your kind of projects, plus a trained backup.
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Onboard
We audit the existing boards, agree a task structure and naming convention, set up the status report template and the blocker list, add the coordinator to project channels and meetings, and write the escalation rule for what gets raised to you and when. Boards are clean by the end of week one.
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Daily rhythm
A morning pass on every active board, follow-ups sent to owners of tasks due today or overdue, meeting notes and actions logged the same day, blockers escalated within four hours, and an end-of-day report listing project by project what moved and what is stuck.
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Weekly review
20 minutes with the team lead: status reports sent, milestones at risk, tasks nobody owns, template improvements and projects starting or closing next week. Monthly, the team lead reviews board hygiene and report quality against the onboarding standard.
Hours, coverage and models
AssistBPO staffs the project coordinator desk on 3 models. Working hours aligned to your team from the group's two offices: US Eastern to Pacific, UK and Canadian time. Australian Eastern shifts are available on request.
- Dedicated project coordinator, 160 hours a month, for teams with 5 or more active projects
- Part-time coordinator, 80 hours a month, for 2 to 4 active projects
- Coordinator plus admin pod for firms with seasonal project peaks
See what is staffed in your zone on the coverage clock.
What are the terms on the project coordinator desk?
The card, the contract terms and the project coordinator desk's own numbers, in one place.
| Specification | What you get |
|---|---|
| Focus, 20 hours a week | $800 a month, 80 hours |
| Dedicated, 40 hours a week | $1,600 a month, 160 hours |
| Managed Pod, three seats or more | From $4,800 a month |
| Desk | Executive & admin desk |
| Standard schedule | Dedicated project coordinator, 160 hours a month, for teams with 5 or more active projects |
| Coverage | Working hours aligned to your team from the group's two offices: US Eastern to Pacific, UK and Canadian time. |
| Tools | 10 platforms, including Asana, ClickUp, Monday.com |
| KPIs reported | 6 measures: daily, weekly, ongoing |
| Setup fee | None |
| Minimum term | Month to month, no lock-in |
| Notice | 30 days, to stop or to change hours |
| If the fit is wrong | Trained backup covers the desk the same day, re-match at no charge |
| Continuity | One named assistant, one named backup, one team lead |
| Who does the work | Employed by SS Support Network LLC, never freelancers or contractors |
These are rate-card starting points. What you pay depends on the hours, the desk and the coverage window, which is what the staffing plan sets. Rates improve as you add assistants. Your staffing plan states the rate for the number of seats you need. The rate card carries the other currencies, the add-ons and the six things that move a plan off it.
How much does a project coordinator cost?
Plans start at $400 a month for 40 hours, at $10 an hour, and rates improve as you add assistants. Get a staffing plan within 1 business day.
What moves the plan
- Hours a week and whether the desk is dedicated or shared
- Phones: live answering needs a receptionist profile and a backup
- Coverage zone: business hours, after-hours, weekends or 24/7
- Tools and access to set up
- One person or a pod with a lead
What the market publishes
Other providers' published ranges, by market, so you have something to hold this against. These are not AssistBPO prices.
| Market | Published range | Source |
|---|---|---|
| United States | Virtual assistants average $19.45 an hour on PayScale and $27.15 an hour on Indeed; managed offshore assistants $640 to $2,400 a month full-time; premium US specialists $79 an hour | PayScale and Indeed via Wishup; Cherry Assistant; Boldly published pricing via Staffify, 2026 |
| United Kingdom | UK virtual assistants £25 to £45 an hour; offshore full-time £900 to £2,000 a month against £3,000 to £5,000 for UK-based staff | SVA surveys and UK agency pricing pages, 2026 |
| Australia | Offshore managed staff A$8 to A$35 an hour; full-time offshore A$22,000 to A$35,000 a year against A$91,000 or more loaded locally | Virtual Coworker, DotVA and Smart Staffing published pricing, 2026 |
| Canada | Canada-based assistants C$25 to C$60 an hour; managed offshore plans US$699 to US$899 a month | Virtual Gurus and VantaStaff published pricing, 2026 |
Security and compliance
- Employed, background-checked coordinators under NDA; never freelancers
- Project tool access as a named user with the role you assign, revocable from your admin panel
- MFA and managed devices; project files stay in your Drive, SharePoint or tool
- Client-confidential project details never referenced outside the engagement
- Budget and rate data visible only where you grant it, and never exported
Full control list on the security page and country rules for calls, texts and email on the compliance page. Certifications are listed only when held.
Country rules for this service
AssistBPO makes outbound calls, texts and emails only with lawful consent and do-not-call scrubbing. Assistants never take card numbers. Country rules.
- All markets: client project data stays inside your project tool and file system under the engagement NDA
- UK: personal data of client contacts held in the tool is covered by a DPA with the international transfer addendum
Frequently asked questions
How much does a virtual project coordinator cost?
Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. For orientation, US virtual assistants average $19.45 an hour on PayScale and $27.15 on Indeed, managed offshore staff publish $640 to $2,400 a month full-time, and UK virtual assistants charge £25 to £45 an hour (Wishup 2026 Industry Report; Cherry Assistant; SVA surveys). Coordinators are usually bought full-time for teams with five or more live projects, or at 80 hours a month for smaller loads.
Is a coordinator the same as a project manager?
No. A project manager owns scope, budget, risk and the decisions. A coordinator makes sure the plan is written down, kept current and followed: tasks assigned, owners chased, status reported, meetings run. If you have a PM who is drowning in admin, a coordinator gives them back half their week. If nobody owns the project, the coordinator will keep it visible but someone on your side still has to decide.
Which project tools do you work in?
Asana, ClickUp, Monday, Trello, Notion, Airtable, Jira and Basecamp are the common ones, and the coordinator is matched to the tool you use. If you are choosing a tool, the coordinator can set up a pilot in two candidates and recommend one based on how your team actually works. Automations in Zapier or the tool's own rules are set up so the routine updates happen without anyone typing.
How does the coordinator chase people without annoying them?
By rule, not by nagging. The escalation ladder is agreed at onboarding: a friendly reminder the day before a task is due, a check-in the day after, and a note to you on day three. Reminders go through the tool and the channel your team already reads. Because the coordinator also removes blockers and updates the board for people, the team tends to see them as help rather than pressure.
What is in the weekly status report?
For each project: where it stands against the plan, milestones hit and missed, blockers and who owns them, decisions needed from you or the client, and next week's priorities. One page per project, sent by Friday noon, in a format that can go straight to a client if you choose. Reports are drafted from the board and the week's meeting notes, so they reflect reality rather than optimism.
Can the coordinator talk to our clients directly?
Yes, if you want that. Many agencies have the coordinator send status updates, schedule client meetings and collect approvals under the account manager's name or their own, with the account manager copied. Clients get faster answers, and the account manager stays on strategy. Rules for what the coordinator can promise and what must go through you are written down in onboarding.
Can one coordinator handle several projects?
Yes. A full-time coordinator typically runs five to twelve active projects depending on size and meeting load; a part-time coordinator handles two to four. Above that we add a second coordinator with a shared template set so reports look the same. The weekly review is where capacity is checked, so you hear before a coordinator is stretched rather than after.
What happens when the coordinator is on leave?
The trained backup, who already has access and has been reading the boards and reports, picks up the daily pass and the status reports. The team lead tells you the dates ahead of time. Because the coordinator is an employee of the group with a documented routine, the handover is a checklist rather than a scramble, and nothing waits on one person's return.
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Next step
Your desk, staffed. Wherever you are.
Tell us what is overloaded. A named person replies within 1 business day with a staffing plan, and we propose your assistant within 72 hours.
Or call +1-657-777-0006 during US, UK or Australian business hours, or hear our demo receptionist.
- A named assistant proposed within 72 hours
- Employed, screened and managed staff, never freelancers
- Your hours, your tools, your data