Workflow and Project Coordinator

The Workflow and Project Coordinator plays a critical role in ensuring the seamless execution of organizational processes and systems. This position is responsible for managing and optimizing workflows within Asana, troubleshooting issues, supporting end-users, and coordinating integrations between Asana and Salesforce. The role also encompasses oversight of license utilization, process optimization, and facilitating effective collaboration across teams.

The ideal candidate is proactive, detail-oriented, and technologically adept, with demonstrated expertise in workflow management and Asana administration. Adaptable and resourceful, this individual takes initiative to identify opportunities for improvement while strengthening project management capabilities. Through these efforts, the Workflow and Project Coordinator ensures operational efficiency, enhances productivity, and contributes to overall client satisfaction.

ESSENTIAL JOB FUNCTION

• This job operates in an office environment which routinely uses standard office equipment.

• The Employee is required to stand, walk, bend, use his/her hand to handle or feel objects, or tools, reach with hands and arms, talk and hear for extended periods of time.

• Frequently standing/sitting/walking up to 8 hours per day

• Frequently using hands/arms up to 8 hours per day

• Moderate noise level

• Frequently viewing a computer monitor screen up to 8 hours per day

DAILY DELIVERABLES

• Workflow Management & Troubleshooting

  • Proactively monitor task routing workflows in Asana to ensure tasks are assigned correctly and on time.

  • Identify and troubleshoot workflow breaks or errors that may cause delays.

  • Reassign or route stuck tasks to the correct users or teams based on established team mapping and escalation procedures.

  • Act as the first line of support for workflow-related concerns raised by users.

• Integration Support

  • Partner with internal stakeholders (e.g., Operations, IT, and Client Services) to design, implement, and maintain the Salesforce-Asana integration.

  • Ensure that updates in Salesforce, such as client assignment changes, flow seamlessly into Asana without data mismatches or duplication.

  • Perform periodic checks on integration performance and escalate technical issues to vendors or IT as needed.

  • Collaborate in testing new features, integrations, or process enhancements.

• License & User Management

  • Conduct regular (monthly) audits of Asana user licenses to ensure efficient utilization.

  • Identify inactive or underutilized accounts, validate with users or managers, and deactivate or reallocate licenses as appropriate.

  • Track overall license usage and provide recommendations on cost optimization.

  • Maintain accurate records of license ownership and usage history for compliance and budgeting purposes.

• Process Improvement & Training

  • Analyze current workflows in Asana and recommend improvements to enhance efficiency, reduce manual work, and improve team adoption.

  • Provide basic user support, troubleshooting, and how-to guidance for employees using Asana.

  • Develop and share best practices, quick guides, or short training sessions to empower users.

  • Stay updated on new Asana features and proactively introduce relevant ones to the team.

• Reporting & Documentation

  • Maintain up-to-date workflow maps, integration configurations, and process documentation to ensure continuity and knowledge sharing.

  • Prepare and circulate periodic reports (e.g., workflow efficiency, usage trends, license audits) to management and stakeholders.

  • Track and present key metrics related to workflow performance and user adoption.

SKILLS AND QUALIFICATIONS

• Bachelors degree in Information Systems, Business, or related field (or equivalent work experience).

• Must-have experience administering project management tools (Asana expertise required).

• Familiarity with Salesforce or other CRM systems a plus.

• Strong troubleshooting and problem-solving skills.

• Excellent organizational and communication abilities.

• Strong eye for accuracy and precision

• High level of integrity and focus

• Detail-oriented, proactive, and comfortable managing recurring operational tasks.

• Background in project coordination or business systems administration

• Knowledge of SaaS license management and workflow automation, preferred.

• Experience with API-based integrations or tools like Zapier, Workato, or Tray.io, an advantage