Task & Workflow Management Coordinator

Role Overview

We seek a highly organized and proactive coordinator to manage and enhance the organization's task and project management systems. This position ensures that projects, tasks, responsibilities, deadlines, priorities, and dependencies are systematically organized, maintained, and tracked using the designated management platform.

Primary Duties

• Administer and refine the organization's task and project management environment for clarity and efficiency.
• Configure workflows, statuses, templates, dashboards, automations, and system components as needed.
• Ensure tasks and projects have well-defined descriptions, ownership, deadlines, priorities, dependencies, and current statuses.
• Collaborate with department leaders and project managers to standardize task management processes.
• Monitor updates to tasks and projects, maintaining data accuracy and completeness.
• Identify and follow up on overdue, outdated, incomplete, or unassigned tasks with responsible team members.
• Track key milestones and deliverables, proactively highlighting possible delays or obstacles.
• Assist teams in task definition, prioritization, workflow architecture, and effective work planning.
• Create and uphold organization-wide standards, templates, rules, and user guidelines for task management.
• Design and refine templates and automations for recurring activities.
• Develop dashboards providing management clear and current project overviews.
• Generate regular reports summarizing progress, overdue items, risks, bottlenecks, and issues requiring managerial attention.
• Gather timely input from teams to ensure the task system data remains accurate and current.
• Identify inefficiencies and suggest practical improvements in workflows.
• Support onboarding and training in the task management system for employees and teams.
• Manage user roles and access aligned with organizational policies.
• Regularly evaluate system effectiveness and recommend enhancements.
• Aid in evaluating, selecting, implementing, or migrating to alternative management platforms as needed.

Candidate Profile

• Bachelor’s degree in Business Administration, Management, IT, Project Management, or related disciplines.
• A minimum of 2 years experience in project coordination, management, operations, workflow management, PMO, or similar functions.
• Practical knowledge of task/project management tools like ClickUp, Jira, Asana, Monday.com, Microsoft Planner, Trello, etc.
• Solid grasp of project, task, and workflow management principles.
• Capability to coordinate and oversee multiple projects and deadlines concurrently.
• Strong data organization, monitoring, and reporting skills.
• Proficient in Excel and/or Google Sheets.
• Fluency in Armenian and working competency in English.
• Excellent communication skills, both oral and written.
• Detail-oriented with strong organizational and analytical thinking.
• Effective time management and prioritization abilities.
• Proactive mindset with solution-driven approaches.
• Early identification of risks, dependencies, delays, and issues.
• Ability to work cross-functionally with various teams and management levels.
• Persistent follow-up skills ensuring deadlines and commitments are met.
• Ability to manage shifting priorities within a dynamic environment.
• Translate operational needs into structured processes and workflows.
• Strong ownership, accountability, and result-focused attitude.
• Advanced capabilities with project management platforms including automations, dashboards, workflow customization, dependency management, workload balancing, and reports.
• Familiarity with Agile, Scrum, Kanban, or other project management approaches.
• Experience in PMO, Operations, Project Management, or Business Process Management.
• Background in documenting, standardizing, and optimizing business processes.
• Experience with implementation or migration of project management systems is a plus.
• Professional certifications such as PMP, CAPM, or Scrum are advantageous.

Performance Metrics

• Completeness and accuracy of task and project information maintained.
• Clear assignment of task ownership and deadlines.
• Reduction of overdue, incomplete, or unassigned tasks.
• Enhanced visibility of project statuses, priorities, risks, and bottlenecks for leadership.
• Consistent adoption of standardized workflows across the organization.
• Adherence to disciplined use of the task management platform by all teams.
• Timely recognition and escalation of risks and delays.
• Improved accountability in following through on actions and deliverables.
• Continuous refinement of task workflows and management processes.