AI Agent for Project Administration

Coord keeps your projects moving.
Without someone chasing everyone down.

Coord is a custom AI agent built for the communication layer of project administration. Deadline reminders, status update collection, stakeholder notifications, document routing. The things that take fifteen minutes each but add up to hours every week and always fall to whoever is most organized on the team.

Get a Scope and QuoteSee Frontline for customer service

The Problem This Solves

Project coordination is invisible work that consumes visible time.

In most small businesses, coordination falls to whoever is most on top of things. They send the reminders, collect the status updates, notify the clients, and follow up on the documents that never came back. None of it requires their expertise. All of it takes their time.

Coord handles the communication layer of project administration through email. It works from a simple project schedule or task list your team already maintains, sends the right message to the right person at the right time, and follows up when people do not respond. No enterprise software required. No new platform for your team to learn.

Coord does not replace a project manager. It replaces the hours a project manager spends on communications that should not require a person to send them.

How it works in practice: your team maintains a simple project schedule, typically a spreadsheet or shared document. Coord reads from that source, sends deadline reminders and status requests on the defined schedule, compiles responses, and escalates anything that has gone unanswered. The coordination happens automatically. The decisions stay with your team.

What Coord Handles

The communication layer your projects need.

Deadline reminders and follow-ups

  • →Send deadline reminders to the right people based on your project schedule
  • →Follow up automatically when a task or submission has not been acknowledged
  • →Escalate overdue items to the appropriate person after a defined window
  • →Send a second and third reminder on a schedule without anyone managing it manually

Status update collection

  • →Send structured status requests to team members on a regular cadence
  • →Compile responses into a formatted summary for project leads or stakeholders
  • →Flag missing responses and follow up with people who have not replied
  • →Deliver weekly or milestone-based status reports to the right distribution list

Stakeholder communications

  • →Notify clients or partners when milestones are reached or deliverables are ready
  • →Send project kickoff and onboarding communications automatically
  • →Distribute meeting notes or action item summaries after sessions
  • →Keep external stakeholders informed without your team writing individual updates

Document and approval routing

  • →Route incoming documents and approval requests to the correct person by email
  • →Send review requests and follow up if they go unanswered past a set timeframe
  • →Confirm receipt of submissions and log timestamps for accountability
  • →Notify the submitter when their document has been received and is under review

What Coord does not do

Coord does not read live data from project management platforms like Asana, ClickUp, or Jira as part of a standard deployment. It does not access calendars to find availability or automatically reschedule meetings. What it does is handle the email communication layer of coordination reliably and without human effort, working from a data source your team already maintains. If your business uses a specific project management platform and you want to explore a deeper integration, we will discuss that during the scoping conversation.

Pricing and Scope

Scoped to your workflow. Priced clearly.

One-time build fee

Starting at $1,500

Final price depends on workflow complexity. Quoted after a scoping conversation.

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    Workflow mapping: We document the coordination tasks Coord will handle, the schedule it will follow, and the data source it will read from.
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    Agent build and configuration: We build Coord around your specific projects, team structure, and communication preferences.
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    Data source setup: We configure your project schedule or task list so Coord can read from it correctly and trigger the right communications at the right time.
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    Testing and go-live: We test against real project scenarios before launch to confirm timing, routing, and message accuracy.
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    Team handoff: Your team receives documentation on how to update the schedule, adjust timing, and add new project types as your work evolves.

Optional monthly support retainer

After launch, most businesses add a monthly retainer for ongoing refinements as their project structure and team change. This is optional and priced based on the scope of ongoing management required. We will discuss it during your scoping conversation.

Other AI agents we build

We also build agents for customer service, HR administration, and financial operations.

Frontline (Customer Service) →Onboard (HR) →Ledger (Finance Ops) →

Stop spending your day coordinating the work instead of doing it.

Tell us where coordination is costing your team time. We will scope a Coord build and get back to you within one business day.

Get a Quote for Coord →