Project Coordinator

5 days ago

Quezon City, National Capital Region, Philippines Hubstaff blog Full time
Project Coordinator ( Philippine Based Candidate ) full time

We are looking for an experienced Project Coordinator for a Marketing Agency specializing in the Roofing and Contracting Industry in the US.

Must Have/s:

  • 3+ years of experience as an Executive Virtual Assistant, Project Manager, or similar role handling Back-End and Operations Support.
  • Proven experience in administrative tasks, including calendar management, document preparation, and email handling.
  • Project coordination experience, ensuring timely execution and monitoring of tasks and projects.
  • Proficiency in CRMs and business tools (e.g., Google Workspace, Canva, HubSpot, Social Media Platforms, Asana, Trello, or similar).
  • Highly proactive, organized, and detail-oriented with a strong work ethic.
  • Ability to work independently while maintaining a high level of accountability and professionalism.

Preferred:

  • Experience working in the Roofing and Contracting Industry.
  • Familiarity with Digital Marketing concepts and tools.
  • Knowledge of basic accounting or invoicing processes.
  • Experience in developing and maintaining remote team relationships.
  • Ability to analyze reports and data for informed decision-making.
  • Previous experience in event coordination (virtual or in-person).

Personality:

  • Highly Organized & Detail-Oriented – Can manage multiple tasks efficiently without missing deadlines.
  • Proactive & Self-Starter – Takes initiative and anticipates needs without constant supervision.
  • Calm Under Pressure – Works well in fast-paced environments, handling challenges with professionalism.
  • Growth Mindset & Willing to Learn – Always looking for ways to improve skills and processes.
  • Excellent Communicator – Can interact professionally with clients and teams, ensuring smooth collaboration.
  • Accountable & Reliable – Takes ownership of responsibilities and follows through on commitments.

Specific Requirements:

  • Minimum of 3+ years of experience as an Executive Virtual Assistant, Project Manager, or in a similar Operations Support role.
  • Experience providing end-to-end administrative support, including calendar management, email handling, project coordination, and general back-end support.
  • Must be tech-savvy and comfortable working with various CRMs and technical tools.
  • Strong organizational, time management, and multitasking abilities.
  • Excellent written and verbal communication skills in English.
  • Ability to work 20-40 hours per week, following EST timezone.

Responsibilities will include (but are not limited to):

  • Calendar & Schedule Management – Organizing and maintaining schedules, setting up meetings, and managing time zones to prevent conflicts.
  • Email & Communication Handling – Monitoring, sorting, and responding to emails as needed, drafting responses, and highlighting key messages.
  • Project Coordination – Ensuring all assigned projects are properly tracked and executed by the designated team members.
  • Document Preparation & Organization – Creating, formatting, and organizing documents, reports, and presentations.
  • Research & Data Gathering – Conducting research, gathering insights, and preparing summaries for informed decision-making.
  • Task & Deadline Management – Tracking deadlines, following up on action items, and ensuring timely project completion.
  • Daily Status Updates – Providing a summary of high-priority tasks, new developments, and deadlines.
  • General Administrative Support – Performing ad hoc tasks such as data entry, file management, and operational assistance.
  • Client Collaboration – Ensuring excellent client experience through effective communication and back-end support.

Schedule:

Monday through Friday from 7:00 AM – 3:00 PM EST / 8:00 PM – 4:00 AM Philippine Timezone

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