Job Overview

Our client is looking for a Website Production Coordinator to take ownership of each website project from the first draft review meeting, becoming the client’s main point of contact through to go-live and the initial post-go-live support period.

The purpose of the role is to reduce the administrative, follow-up, and coordination work currently handled by Project Managers. By taking ownership of projects after the first draft, the Production Support VA helps Project Managers spend more time completing briefs and progressing new projects, while ensuring existing projects continue moving efficiently towards go-live.

The role works closely with Project Managers, Implementors, and other VAs, but is responsible for driving the project forward once the first draft has been presented.

Schedule

• Monday - Friday, 9:00 AM - 5:00 PM Auckland, New Zealand time, with a 30-minute paid break (40 work hours per week)

Responsibilities

First Draft Handover

• Attend the first draft review meeting alongside the Project Manager and take detailed notes of all client feedback, requested changes, and outstanding requirements.
• Confirm the agreed list of changes with the client in writing and clearly record agreed changes so there is a documented scope for the post-draft stage.
• Take over as the client’s primary point of contact following the first draft meeting.
• Keep the Project Manager informed where required, without relying on them to manage routine follow-up.

Post-First-Draft Changes

• Take ownership of coordinating all agreed changes following the first draft and complete straightforward website changes directly where appropriate.
• Liaise with Implementors and other VAs for changes that need to be completed by another team member.
• Check that all requested changes have been completed accurately and communicate progress and completed updates directly with the client.
• Manage further feedback and keep the project moving towards approval.
• Identify when client requests fall outside the agreed scope and escalate these appropriately.

Client Follow-Up and Project Chasing

• Take responsibility for client follow-up from first draft through to go-live, including chasing outstanding content, images, approvals, feedback, and other project requirements.
• Arrange and attend client calls or meetings where needed and send clear and professional follow-up communications.
• Keep accurate records of client communication, outstanding actions, and agreed changes.
• Proactively identify stalled projects and take action to move them forward.
• Escalate issues rather than allowing projects to remain inactive.

Escalate a Request or Situation to the Project Manager When:

• The client requests work outside the original scope, such as additional pages, services, or new website features, or the request may represent an additional sales opportunity.
• The client asks for significant changes to headings, SEO-focused copy, keywords, page structure, or the approved website design or layout.
• The requested change may affect the agreed strategy or performance of the website.
• The client is unhappy, frustrated, or expressing dissatisfaction, or you are unsure whether a request should be completed within the existing project scope.
• A decision requires commercial, strategic, or relationship management input. Do not approve, decline, or quietly complete significant out-of-scope requests without escalating them.

Go-Live Preparation

• Run the required go-live checklist for websites that are ready to launch and ensure required production, SEO, tracking, and technical tasks have been completed.
• Identify missing items or issues and coordinate with the appropriate team member to resolve them.
• Complete straightforward technical go-live tasks where appropriate.
• Confirm that the website is ready for launch and escalate technical or project issues where necessary.
• Help ensure websites move from approval to go-live without unnecessary delays.

CMS and Technical Support

• Work confidently within the CMS and complete routine website content, image, link, and page updates.
• Understand basic website structure and identify common CMS or website issues.
• Update and check domain DNS zone records and be comfortable working with common A, CNAME, and TXT records.
• Understand the importance of retaining existing email-related DNS records when making domain changes and carry out domain and DNS changes carefully using established processes.
• Check DNS propagation, identify when a technical issue needs to be escalated, and support basic technical troubleshooting during the website production process.

VA Coordination

• Act as the main coordination point between the client, Project Manager, and VAs during the post-draft stage.
• Communicate post-draft changes clearly to the appropriate team member and clarify instructions where needed.
• Follow up on outstanding internal tasks and ensure work is completed within expected timeframes.
• Reduce unnecessary back-and-forth and identify recurring issues or bottlenecks.
• Raise process improvements and recurring issues with the Production & Service Manager.

Initial Post-Go-Live Support

• Remain the client’s main production contact during the agreed initial post-go-live support period.
• Manage minor corrections and follow-up changes relating to the completed website.
• Coordinate straightforward post-go-live updates with the relevant VA where required.
• Escalate new work, larger changes, or additional requirements to the appropriate team member.
• Ensure the client has a clear and smooth handover into ongoing support once the initial post-go-live period ends.

Project Administration

• Keep project records, notes, and task statuses accurate and up to date.
• Ensure outstanding actions, responsibilities, and deadlines are clearly recorded and maintain a clear written record of agreed client changes.
• Help identify projects at risk of delay and take appropriate follow-up action.
• Support other production-related administrative and technical tasks as required.

Requirements

• Experience with website CMS platforms, website updates, and basic technical troubleshooting.
• Working knowledge of domains, DNS, and zone records, including A, CNAME, and TXT records.
• Understanding of how DNS changes can affect websites and email, with careful adherence to technical processes.
• Strong written and spoken English with confidence in client communication and meetings.
• Highly organized, detail-oriented, and able to manage multiple projects, deadlines, and follow-ups independently.
• Able to follow established processes, identify issues that require escalation, and recognize scope changes or potential additional work.
• Comfortable working remotely with distributed teams; experience in website production, digital marketing, web support, or project coordination is a plus.

What success looks like

• Websites move efficiently from first draft through go-live with fewer stalled projects.
• Post-draft changes, client follow-ups, CMS, DNS, and go-live tasks are handled accurately with minimal PM involvement.
• Clients receive clear, consistent communication throughout the process.
• Out-of-scope requests and potential sales opportunities are identified and escalated appropriately.

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Note

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.