Operations Project Coordinator - Montebello, NY

iPostal1, the leading provider of Digital Mailbox technology worldwide, is seeking a versatile and detail-oriented professional to join our Operations Team. Our website, www.iPostal1.com, lists 3,000 addresses, including retail pack and ship stores, 1,000 Staples stores and coworking spaces. Customers choose a mailing address for business or personal use and view and manage their postal mail and packages anywhere with an app or online.
This role blends operational support, project coordination, and cross-team alignment. You will be instrumental in ensuring projects are clearly defined, well-documented, and progressing smoothly, while also providing the COO and Operations team with visibility into priorities, achievements, and open issues. This role is ideal for someone who thrives in a fast-paced, dynamic environment and enjoys creating order, clarity, and alignment across teams. You will play a critical role in keeping the COO and Operations Team focused, informed, and moving forward effectively. This position will be based out of our Montebello, NY headquarters.

Key ResponsibilitiesProject Coordination & Tracking

• Build and maintain project plans, defining timelines, milestones, owners, and outstanding questions.
• Provide weekly updates on project progress, highlighting achievements, risks, and next steps.
• Track and ensure resolution of cross-team dependencies, technical requests, and blockers.
  
  

Priority & Meeting Planning

• Partner with the COO to define and prioritize key weekly meetings, draft agendas, and identify stakeholders.
• Capture detailed notes and translate meeting outcomes into clear, actionable follow-ups with ownership assigned.
• Maintain an updated calendar of operational activities, deliverables, and decision points.
  
  

Visibility & Reporting

• Prepare weekly reporting snapshots (dashboards, slides, or project management tools) for the COO and leadership.
• Summarize project progress, accomplishments, pending questions, and areas requiring escalation.
• Create clarity by organizing complex initiatives into simple, actionable updates.
  
  

Cross-Team Communication & Alignment

• Act as the coordination bridge between Operations and other departments (Tech, Finance, Marketing, PMO, etc.).
• Ensure updates on initiatives, tech changes, and shifting priorities are communicated clearly across teams.
• Support onboarding and training logistics by ensuring up-to-date documentation and training resources are available.
  
  

Qualifications

• 3–5+ years of experience in operations, project management, or administrative coordination.
• Strong organizational and communication skills with the ability to manage multiple priorities and stakeholders.
• Proven ability to create clarity from complexity and drive accountability across teams.
• Proficiency in Google Workspace and project management tools (e.g., Asana, Monday.com, Trello).Canva or presentation design experience is a plus for reporting and visual updates.
• A proactive, solution-focused mindset with high attention to detail and follow-through.
  

iPostal1 is an Equal Opportunity Employer and considers all applicants for employment without regard to race, color, religious creed, ancestry, religion, sex, sexual orientation, gender identity and/or expression, pregnancy, age, national origin, marital status, disability, military status, genetic information, or any other category protected by law.