Onboarding Project Manager

EyeCarePro is the growth engine behind North America's leading optometric practices. We deliver full-funnel digital marketing and innovative SaaS tools that help eyecare businesses attract more patients, improve efficiency, and grow sustainably in a competitive healthcare landscape.

With five consecutive EyeVote Awards for excellence in Online and Social Media Marketing, we are recognized not just for our results but for how we achieve them. Our team operates with the structure of a product company and the agility of a marketing agency, backed by a fully remote global workforce.

Our culture is grounded in collaboration, empathy, and a data-driven mindset. We thrive on curiosity, proactive problem-solving, and a strong desire to learn, improve, and stay ahead in a fast-evolving digital environment.

About the Role

We are hiring an Onboarding Project Manager to take ownership of complex projects, timelines, deliverables, and cross-functional execution within our client environment.

This is a hands-on project management role, not an administrative coordination position. You will own the project schedule, maintain clear project and issues lists, track actions and dependencies, coordinate internal and external stakeholders, and ensure work moves forward before deadlines become urgent.

You will operate as the central point of coordination across multiple workstreams, ensuring that leadership, internal teams, clients, vendors, and partners have clear visibility into what needs to happen, who owns it, and when it is due.

The role requires someone who is highly organized, comfortable operating in a fast-moving environment, and confident taking ownership of follow-through across multiple stakeholders.

Key Responsibilities

Project Planning & Execution

• Build and maintain forward-looking project calendars covering key initiatives, launches, events, campaigns, deliverables, and fixed deadlines.
• Back-plan from critical dates to create clear task chains, milestones, dependencies, owners, and deadlines.
• Maintain a structured project plan for each major initiative.
• Ensure projects are updated consistently and stakeholders can easily understand current status.
• Surface delays, dependencies, and risks before they affect delivery.
• Coordinate multiple concurrent projects without losing visibility of smaller action items.

A core expectation of the role is that work is planned far enough in advance that teams are not discovering requirements at the deadline.

Accountability & Follow-Through

• Track action items arising from meetings, projects, client discussions, and stakeholder requests.
• Assign and maintain clear owners and due dates.
• Follow up proactively on outstanding deliverables.
• Identify slippage early and escalate where appropriate.
• Maintain a prioritized issues list covering blockers, unresolved decisions, and project risks.
• Ensure open issues receive either a decision or a clear owner rather than remaining unresolved.

The PM is expected to track actions across internal teams, leadership and external partners and surface slippage early rather than after the fact.

Cross-Functional Coordination

• Coordinate work across internal teams, leadership, clients, vendors, contractors, and external partners.
• Act as a central information conduit between stakeholders.
• Ensure teams receive the information, materials, approvals, and context required to complete their work.
• Coordinate handoffs between different stages of a project.
• Maintain clear communication regarding changing priorities, deadlines, and dependencies.
• Serve as a consistent point of contact for operational project matters.

Meetings & Communication

• Prepare clear agendas for project and stakeholder meetings.
• Ensure meetings have a defined purpose and expected outcome.
• Attend relevant information-gathering and project meetings.
• Capture decisions, actions, owners, and deadlines.
• Convert meeting discussions into actionable project tasks.
• Provide concise, decision-ready updates to stakeholders and leadership.
• Reduce unnecessary meeting involvement for senior team members by ensuring they are brought in when their input or decision is actually required.

The operating model in the brief specifically calls for the PM to act as the information conduit, attend relevant meetings, capture what matters, and provide concise updates rather than requiring senior stakeholders to attend everything.

Client & Stakeholder Onboarding

• Coordinate onboarding activities for new projects, clients, initiatives, and stakeholders.
• Establish clear onboarding timelines, milestones, responsibilities, and dependencies.
• Coordinate access, documentation, meetings, introductions, and required resources.
• Ensure onboarding information is collected and distributed to the appropriate teams.
• Track onboarding progress and proactively resolve blockers.
• Establish the operating cadence and project structure required for a successful handoff into ongoing operations.

Vendor & Partner Coordination

• Coordinate day-to-day activities with vendors and external partners.
• Ensure vendors receive clear briefs, deadlines, requirements, and points of contact.
• Track external deliverables and follow up where required.
• Coordinate operational requirements such as approvals, invoices, materials, logistics, and documentation.
• Maintain visibility over dependencies involving external parties.

The underlying PM brief places vendor and partner coordination directly within the role's ownership, including ensuring vendors have briefs, dates and a single point of contact.

Event & Launch Coordination

• Support and manage operational requirements for launches, events, and other deadline-driven initiatives.
• Develop repeatable project plans and checklists.
• Coordinate vendors, registrations, scheduling, materials, travel, shipping, and stakeholder requirements where applicable.
• Create detailed run-of-show or launch plans.
• Ensure pre-launch dependencies and approvals are completed.
• Coordinate post-launch or post-event follow-up.
• Capture lessons learned and continuously improve the process for future launches.

The brief specifically gives the PM ownership of end-to-end event logistics and launch execution, with the expectation that processes become documented and repeatable.

Reporting & Project Visibility

• Maintain accurate project status information.
• Ensure leadership has visibility into active initiatives, milestones, risks, and outstanding decisions.
• Coordinate inputs required for project and operational dashboards.
• Maintain regular reporting cadences.
• Ensure data and status updates are collected from the appropriate owners rather than becoming dependent on one stakeholder.
• Provide concise summaries highlighting progress, risks, decisions required, and upcoming deadlines.

Process Documentation & Continuous Improvement

• Document project and operational processes as repeatable playbooks.
• Capture existing processes during transitions or handovers.
• Identify gaps where responsibilities, ownership, or processes are unclear.
• Develop checklists, templates, trackers, and workflows that improve consistency.
• Identify opportunities to simplify or automate recurring administrative work.
• Continuously improve project structures based on lessons learned.

The attached brief makes process capture particularly important during transitions: the PM is expected to turn existing operational knowledge into repeatable playbooks rather than simply inherit undocumented processes.

What Success Looks Like

You will know you are succeeding when:

• Every major initiative has a clear project plan, milestones, owners, and deadlines.
• Fixed dates are supported by forward-planned task chains rather than last-minute execution.
• Stakeholders have clear visibility into project status.
• Action items do not disappear after meetings.
• Risks and delays are surfaced early.
• Open issues have clear owners or decisions.
• Cross-functional handoffs happen smoothly.
• Senior stakeholders spend less time chasing operational details.
• Launches and events run according to documented plans.
• Project processes become increasingly repeatable and scalable.
• Teams are rarely surprised by upcoming deadlines.

These outcomes closely reflect the success measures in the source brief: every fixed date should have a named owner and dated task chain, events should run without unnecessary senior involvement, and deliverables should ship according to the calendar.

What We Are Looking For

• 3–5+ years of experience in project management, client onboarding, marketing operations, implementation, or a similar role.
• Demonstrated experience managing multiple complex projects simultaneously.
• Strong project planning and timeline-management skills.
• Experience coordinating cross-functional teams and external stakeholders.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Confidence holding stakeholders accountable to agreed deadlines.
• Ability to identify risks and dependencies before they become problems.
• Experience building project trackers, workflows, calendars, and process documentation.
• Strong judgment regarding when to resolve an issue independently and when to escalate.
• Ability to turn ambiguous discussions into structured, actionable plans.
• Comfortable working independently in a fully remote environment.

Tools & Systems

You should be comfortable learning and working across project management, CRM, communication, meeting documentation, file management, and reporting systems.

The environment may include tools such as project-management platforms, HubSpot, Microsoft Teams, Google Workspace, SharePoint, meeting transcription tools, dashboards, and other client-specific systems. The source brief itself describes a multi-system environment spanning CRM, meeting, file-management, project-tracking and reporting tools.

Work Requirements

• 100% remote work-from-home.
• Monday to Friday.
• Ability to maintain significant overlap with US Eastern Time business hours.
• Personal computer and essential equipment.
• Reliable high-speed internet.
• Quiet, professional workspace.
• Backup power supply where applicable.

What We Value

We prioritize clear communication, good judgment, ownership, and steady execution.

You will be trusted to manage projects without micromanagement. This means asking smart questions early, creating structure where it does not yet exist, following through on commitments, communicating risks clearly, and ensuring that important work does not get lost between teams.

We are looking for someone who naturally thinks ahead and asks:

What needs to happen next? Who owns it? When is it due? What could block it?

How to Apply

If you are an experienced Project Manager who thrives on bringing structure to complex, fast-moving environments and enjoys turning multiple moving pieces into clear, executable plans, we would love to hear from you.

Note: If you do not hear from us within two weeks of submitting your application, please consider your application unsuccessful at this time. We appreciate your interest in EyeCarePro.