[Hiring] Virtual Project Coordinator & Administrator @20four7VA

Role Description

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.

Scope of Services

• Project Coordination & Operations
  • Actively manage and review the project schedule to ensure field teams, subcontractors, and timelines stay aligned.
  • Submit, track, and follow up on building permits; coordinate ongoing documentation with architects and third parties.
  • Assist the business owner in sourcing and coordinating materials required for active construction sites.
  • As you learn the business ecosystem, assist in laying the administrative groundwork for an upcoming secondary construction-related venture.
• Financial & Administrative Management
  • Draft, type, and finalize client project estimates efficiently so time-sensitive opportunities are never missed.
  • Generate and dispatch client invoices systematically.
  • Utilize Xero to review ongoing financial transactions, ensuring that material costs and operational expenses are correctly flagged and allocated to their respective active projects.
  • Handle professional phone calls and outreach to follow up with vendors, clients, or municipal offices.
• Content & Digital Presence (Secondary Tasks)
  • Utilize provided AI tools to assist with publishing, scheduling, or coordinating pre-generated blog entries and social media updates (Facebook/Instagram).

Qualifications

• High proficiency with Microsoft Outlook and basic office administrative tools.
• Familiarity with cloud accounting platforms (e.g., Xero or QuickBooks) with a focus on transactional entry and project tracking.
• Willingness to master BuilderTrend (Axenia's primary construction CRM). Note: Training classes will be provided.
• Comfortable working via a secure VPN setup and a reliable phone system to conduct outbound communication.

Requirements

• Prior experience in project management or operational coordination is highly desired.
• A background in construction, reading architectural requests, or performing material takeoffs and quantity estimates is a significant plus but not a deal-breaker.
• Ability to handle time-sensitive tasks with speed and high professionalism.
• Capacity to quickly absorb training, understand business workflows, and act independently.
• Excellent verbal and written English skills to handle professional correspondence with high-value clients and vendors.

Work Schedule

• 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

Terms of Engagement

• 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.

Benefits

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!