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Remote Operations Coordinator



About the Role

XWP has collaborated on some of the most ambitious and successful WordPress projects and partnered with the likes of Google, News Corp, and Penske Media Corporation (PMC) to bring richer technologies and delightful user experiences to the open web.

You’ll be joining a team of 110+ experts (from 35+ countries and 6 continents) who enjoy challenging work, service-focused and collaborative teammates, and opportunities to grow and learn. We have a passion and enthusiasm for our craft and a sincere care for each other and the clients we serve.

We are looking for the right person to handle all routine Delivery & Engineering Operational activities and to ensure that all Team Scheduling needs are captured and actioned. This role works closely with the Chief Delivery Officer and the Director of Engineering to verify that not only are tasks addressed but that the Delivery and the Engineering teams are supported in their day-to-day needs as well.

Who You Are

You have a servant-leadership mindset, focused on supporting and enabling others

You are highly organized, motivated, and execution-oriented

You are a self-starter who can thrive in a highly technical and fast-paced environment, applying your strong attention to detail and contextualizing quality/thoroughness to the situation

You have excellent written and verbal skills, both informally (via chat) and formally (via announcements, documentation, etc) and know you’d enjoy the demands of an async communication environment

You’ve built a reputation as someone who is very trustworthy

You’ve developed strong empathy, active listening, and relationship building skills

You have a demonstrated ability for continuous learning, creativity, and problem solving

You value regular collaboration, but also autonomy, and have the self-management skills to operate dependably in a fully-remote role

You find great fulfillment in making other people’s lives better from behind-the-scenes

You are in or have significant overlap with the Eastern Timezone (GMT-4)

What You’ve Done

You’ve had experience coordinating the day-to-day tasks for a large distributed team

You’ve served in a role focused on helping to organize, schedule, and support the work of others

You’ve monitored reporting metrics for timeliness and accuracy

You’ve scheduled team meetings, captured meeting notes, and executed on action items

You’ve written communications and documentation for both internal and external audiences

You have experience handling the sensitive data of others with care and discretion

You’ve taken action to create, document, and build adoption of new processes and improved existing ones


You have experience working in an administrative/coordinator role in web development or in a similar industry

You have demonstrated skills in managing schedules and budgets

You have experience working remotely with a distributed team

You have experience working with tools like Slack, Typeform, Google Workspace, and Atlassian (JIRA, Confluence)

Job requirements
What You’ll Do Here

Help to schedule necessary Delivery & Engineering focused meetings

Work with the Chief Delivery Officer and the Director of Engineering to ensure that day-to-day Delivery & Engineering tasks are captured and actioned promptly

Monitor our various reporting spaces and help ensure that details are added in a timely manner

Review and approve submitted timesheets from team members

Assist in the aggregation of data, as needed, to help support business decisions

Maintain and add to the Delivery & Engineering documentation and workflows

Take action on day-to-day needs that arise within Delivery & Engineering, including ad-hoc report creation, compilation of new data sets, and communication with team members

Timely monitor and action on Team Scheduling requests, ensuring project and resource management software is accurately updated

Accurately maintain team scheduling data on a timely basis for analysis

Facilitate weekly Team Scheduling Meetings with detailed note-taking on all action items and needs

Communicate effectively and proactively with team members on availability and scheduling

Provide support in allocating Delivery team members to Sales needs when requests arise

Coordinate adding team members to projects once confirmed

What Success Looks Like

All team members are adequately labeled in project management software, and informed of upcoming project needs

Projects are scheduled in a timely manner

Team members are clear on needs and placement (both current and possible future)

Engineering and Delivery tasks are well, and timely, supported

Payscale and Benefits

Trust and support from your colleagues (we look out for each other and work together towards our shared goals and vision)

The rewards of a highly collaborative culture (we’re a team, not a working group)

Remote work done right! High levels of schedule flexibility, time to invest in family, caregiving, and interests outside of work

The chance to play an important part in helping XWP achieve its full potential and make a meaningful difference for our team members and the open web

An expected full-time salary range of USD $55,000 to $65,000 per year for USA employment, or comparable for Canadian employees or contractors

Unleash+ allowance of $2,500 per year to enrich your life

XWP is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all team members. We’re proud of the high levels of inclusion that our distributed team reports and we work hard to support each individual doing their best work together at XWP.

Are you intrigued?

About the Company

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