We are seeking a detail-oriented and proactive Ad-Hoc Project Manager to oversee and coordinate hourly-based client projects. This role plays a key part in managing day-to-day tasks, onboarding clients to our internal project management system, and ensuring that project hours are accurately tracked and approved for timely billing. The ideal candidate should be technically sound, especially in platforms such as WordPress, PHP, BigCommerce, and Shopify, and must be capable of managing multiple small- to mid-sized projects efficiently.

Working Hours: 11 AM to 8 PM, Flexible with some overlap required during US working hours

Key Responsibilities

• Onboard clients into the internal project management tool and provide guidance on task creation and communication.
• Receive and review incoming client requests, assess priorities, and assign tasks to the appropriate team leads or developers.
• Monitor ongoing tasks and ensure deadlines are met while maintaining high-quality standards.
• Share task updates with clients via the project management tool or through direct email communication.
• Act as the primary liaison between clients and internal teams for all project-related updates and escalations.
• Approve tracked hours for each task to ensure accurate and timely client billing.
• Maintain organized and up-to-date records of client interactions, task progress, and time logs.
• Manage multiple hourly-based projects simultaneously with strong attention to detail and efficiency.
• Identify recurring issues or inefficiencies in workflows and propose solutions to optimize task delivery.
• Send weekly project status reports to clients via email or Slack, summarizing completed work, pending items, and approved hours.

Desired Skills:

• Minimum 5  years of experience as a Project Manager, ideally with exposure to hourly-based or ad-hoc project workflows.
• Strong working knowledge of WordPress, PHP, Shopify, BigCommerce, and associated e-commerce ecosystems.
• Familiarity with internal project management and time-tracking tools.
• Excellent organizational and multitasking abilities to handle multiple concurrent projects.
• Proactive communication skills for both internal collaboration and client updates.
• Experience reviewing and approving tracked hours with attention to detail and accuracy.
• Ability to interpret technical requirements and communicate them clearly to team members.
• Calm under pressure, deadline-driven, and committed to project excellence.
• PMP or relevant project management certification is a plus.

Nice to Have

• Experience managing international clients and coordinating across time zones.
• Familiarity with tools like ClickUp, Trello, or custom-built project management platforms.
• Ability to provide input on estimating time and effort for hourly tasks.
• Exposure to client billing workflows and working closely with finance teams for invoicing accuracy.