Administrative Coordinator

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JOB TITLE
Administrative Coordinator
JOB ID
JORSAM1

INDUSTRY
Construction & Handyman Services

LOCATION
PH Only

JOB STATUS
Full Time

WORK SCHEDULE
7:00am to 4:00pm Hawaii Time

SALARY
$7 - $8

TARGET START DATE
ASAP

Role Overview
About the Client:
The Client is a Hawaii based construction and handyman business that works closely with property managers and handles a steady flow of daily work orders, typically ranging from one to five projects per day. At present, the Owner manages most operational details directly, which creates a bottleneck in execution and coordination. The goal of this role is to provide dedicated operational support by streamlining communication between property managers, owners, and occupants, ensuring each project is fully organized and clearly packaged for the field team before execution.

About The Role
We are seeking a full time Virtual Assistant to support operations and coordination. This role requires a highly reliable professional who can manage the day to day nuances of construction scheduling with minimal supervision. The ideal candidate will act as a trusted support partner to the Owner, ensuring information flows smoothly from initial work order intake through coordination and final entry in the company's CRM system.

Key Responsibilities

• Work Order Intake and Setup
• Timely Acknowledgment: Monitor and acknowledge new work orders and service requests promptly to ensure a high level of customer service.
• Job Initiation: Create and maintain precise tracking records for every job using internal systems and Google Sheets.
• Information Triage: Review incoming requests to identify gaps in data; proactively reach out to property managers, tenants, or owners to gather missing details (access instructions, parking, keys, and unit specifics).
• Execution Packaging: Organize and package all gathered work order information into clear instructions for the field team.
• Planning, Scheduling, and Coordination
• Tenant Liaison: Coordinate directly with tenants or occupants to confirm and schedule service appointments.
• Calendar Management: Maintain technician schedules using shared digital calendars, ensuring no overlaps and optimal routing.
• Logistical Preparedness: Ensure all logistical details are documented and shared with technicians prior to service visits.
• Day-of Support: Manage appointment confirmations and handle real-time "day of service" communications with all parties.
• Procurement Support: Partner with estimators to support the coordination of materials or information needed prior to service execution.
• Documentation and Reporting
• Visual Records: Collect and organize "before and after" photos from technicians or occupants to verify scope and completion.
• Data Integrity: Enter job updates and detailed completion notes into internal systems (Jobber/CompanyCam).
• Client Reporting: Prepare and submit professional completion reports to property managers or clients according to their specific requirements.
• Financial and Administrative Support
• Invoice Generation: Assist with converting completed and approved jobs into final invoices.
• Documentation Attachment: Ensure required notes, photos, and compliance documents are attached to every invoice before submission.
• Bookkeeping Liaison: Compile receipts and expense documentation (POs) for bookkeeping purposes and reconciliation.
• Project Closeout: Mark jobs as complete and meticulously close out internal records once invoicing is finalized.

Required
Qualifications & Skills

• Experience: Previous professional experience in administrative support, operations coordination, or scheduling.
• English Fluency: Strong written and spoken English with confidence in light customer-facing communication.
• Autonomy: Ability to manage multiple active work orders simultaneously and work independently in an evolving environment.
• Detail-Oriented: Exceptional organizational skills and meticulous attention to documentation.
• Remote Readiness: Must have a professional workstation with fiber-optic internet, a backup PC, and a backup power supply.

Preferred

• Industry Experience: Supporting construction, handyman, property maintenance/management, or home services businesses.
• Workflow Mastery: Familiarity with work orders, dispatching, or ticket-based workflows.
• Process Development: Experience helping document or improve internal processes/SOPs.
• Tech-Forward: Comfortable learning new platforms quickly and leveraging technology for efficiency.

Tools and Systems

• Google Workspace: Mastery of Gmail, Calendar, Sheets, and Docs.
• Jobber: Or similar job management platform.
• CompanyCam: For photo documentation and site communication.
• QuickBooks Online: Light use for financial administration.
• Additional Systems: May be introduced as the company scales.