Home-based Project Coordinator

2 hours ago

Manila, National Capital Region, Philippines ULTIM8 OUTSOURCE SOLUTIONS CORPORATION Full time ₱1,275,000 - ₱1,890,000 per year

  1. Job Intake

  2. Receive approved quote, job drawings, working sheet, and confirmation of material orders from the salesperson.

  3. Create a Xero Project for each job (client name, address, job reference).

  4. Link all purchase orders to the Xero Project.

  5. Communication Setup

  6. Create a WhatsApp group for each job including the client, salesperson, and project manager.

  7. Use the group for all job-related communication and updates.

  8. Installer Coordination

  9. Confirm installer availability and lock in dates.

  10. Provide drawings, scope details, and notes.
  11. Issue purchase orders including job address, reference, scope, price, dates, and drawings.

  12. Confirm installer acceptance and scheduled dates.

  13. Labourer / Driver Scheduling

  14. Prepare a daily labour and delivery schedule with arrival times, client address, contact details, tasks, materials, and relevant notes.

  15. Coordinate carpet take-up/removal where required and schedule labour accordingly.
  16. Notify labourer/driver of all incoming warehouse deliveries for labelling and recording.

  17. Ensure all daily tasks and delivery timelines are communicated clearly.

  18. Project Scheduling

  19. Prepare a detailed project schedule for each job including levelling, curing periods, installation dates, deliveries, carpet removal, clean-up, and final walkthrough.

  20. Provide the client with a WhatsApp-friendly written schedule and a simplified visual/Gantt-style version.

  21. Update the schedule when changes occur.

  22. Invoicing Process

  23. Apply the invoice structure: 10% on acceptance, 80% before delivery, 10% upon completion.

  24. Generate, send, and track all invoices.

  25. Follow up on outstanding payments.

  26. Client Communication

  27. Confirm access, power, parking, and readiness before works commence.

  28. Provide ongoing updates regarding installers, labour, deliveries, and schedule changes.

  29. Obtain written confirmation for all variations or additional works.

  30. Variations & Level Checks

  31. Arrange level checks or site inspections as required.

  32. Document findings and prepare variations for additional works when necessary.

  33. Ensure written client approval is received before proceeding.

  34. Material Delivery Tracking

  35. Confirm ETAs with suppliers.

  36. Ensure deliveries align with scheduled works.
  37. Confirm access for delivery and verify accuracy of delivered goods.

  38. Report discrepancies immediately.

  39. Contractor Compliance

  40. Maintain current records for all subcontractors: insurance, ABN, banking, and contact details.

  41. Request updated insurance documents prior to expiry.

  42. Job Folder Management

Maintain a complete folder for each job containing quote, drawings, working sheet, schedule, POs, invoices, variations, photos, signed terms, written approvals, and delivery/labour schedules.

  1. Site Management Issues

  2. Document any site issues (access, moisture, uneven floors, material shortages, delays, structural issues) with photos.

  3. Notify relevant parties immediately.

  4. Walkthrough & Completion

  5. Schedule final walkthrough with the client and salesperson.

  6. Record defects or touch-ups and organise rectification.

  7. Send final invoice and close out the Xero Project once the job is fully completed.

  8. Weekly Operational Tasks

  9. Review upcoming installations and labour requirements.

  10. Monitor unpaid invoices.
  11. Confirm installer and labourer availability.
  12. Track insurance expiry dates.

  13. Update job tracking sheets and scheduling tools.

  14. Standards & Expectations

  15. All approvals must be written.

  16. All changes must be documented.
  17. No work proceeds without signed terms and conditions.
  18. Schedules must be current and accurate.
  19. Job folders must remain fully organised.
  20. Labour and delivery schedules must be detailed and updated daily.
  21. All issues must be documented and escalated.

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