CPT-11113 Virtual Project Coordinator & Administrator

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

The company is seeking a full-time, proactive Virtual Project Coordinator & Administrator. In this role, you will act as the operational backbone for an active, fast-growing construction company, bridging the gap between field operations and administrative management.

This is not a strictly entry-level data-entry role. We are looking for a hybrid professional capable of handling core administrative duties while scaling into project management and coordinator responsibilities. You will work directly with the business owner to streamline workflows, manage paperwork, and ensure timely communication with clients, subcontractors, and partners.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Scheduling & Tracking: Actively manage and review the project schedule to ensure field teams, subcontractors, and timelines stay aligned.
• Permit & Document Control: Submit, track, and follow up on building permits; coordinate ongoing documentation with architects and third parties.
• Sourcing Support: Assist the business owner in sourcing and coordinating materials required for active construction sites.
• Growth Support: As you learn the business ecosystem, assist in laying the administrative groundwork for an upcoming secondary construction-related venture.

• Estimates & Client Intake: Draft, type, and finalize client project estimates efficiently so time-sensitive opportunities are never missed.
• Invoicing & Billing: Generate and dispatch client invoices systematically.
• Monthly Reconciliation: Utilize Xero to review ongoing financial transactions, ensuring that material costs and operational expenses are correctly flagged and allocated to their respective active projects.
• Communication: Handle professional phone calls and outreach to follow up with vendors, clients, or municipal offices.

• Digital Content Assistance: Utilize provided AI tools to assist with publishing, scheduling, or coordinating pre-generated blog entries and social media updates (Facebook/Instagram).

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Email & Collaboration: High proficiency with Microsoft Outlook and basic office administrative tools.
• Accounting Platforms: Familiarity with cloud accounting platforms (e.g., Xero or QuickBooks) with a focus on transactional entry and project tracking.
• CRM Platforms: Willingness to master BuilderTrend (Axenia's primary construction CRM). Note: Training classes will be provided, but an appetite for learning software systems quickly is necessary.
• Infrastructure: Comfortable working via a secure VPN setup and a reliable phone system to conduct outbound communication.

• Background: Prior experience in project management or operational coordination is highly desired.
• Construction Knowledge: A background in construction, reading architectural requests, or performing material takeoffs and quantity estimates is a significant plus but not a deal-breaker. If you have strong PM skills, we can train you on construction nuances.

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior Level
• Contracted Hours per Week: 40 hours/week
• Daily Working Time: between 8:00 AM - 5:00 PM EST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Neutral
• REGION PREFERENCES: Any

• Urgency & Ownership: Ability to handle time-sensitive tasks with speed and high professionalism.
• Self-Driven Learner: Capacity to quickly absorb training, understand business workflows, and act independently.
• Strong Communicator: Excellent verbal and written English skills to handle professional correspondence with high-value clients and vendors

• Contracted Hours per Week: 40 Hours
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: between 8:00 AM - 5:00 PM EST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement