Virtual Assistant Team · 2 hours ago
Operations & Project Coordinator
Greater Idaho Falls
Full-time
Onsite
New Grad, Entry LevelVirtual Assistant Team is seeking a highly organised and proactive Operations & Project Coordinator to manage the day-to-day administration, scheduling, and communication across their construction and maintenance projects. This role is central to ensuring smooth operations, accurate documentation, and effective coordination between clients, suppliers, subcontractors, and internal staff.
Outsourcing/Offshoring
Responsibilities
Prepare and issue quotes for projects
Support sales activities by maintaining client relationships and following up on leads
Schedule jobs and allocate resources effectively
Book subcontractors and ensure they receive job purchase orders (POs)
Track and manage maintenance jobs, ensuring defects and return visits are not overlooked
Send compliance certificates to clients
Prepare and share drawings of plans, fascia, gutter, and roof layouts
Maintain accurate records of jobs, certificates, and project documentation
Send orders to suppliers and track deliveries
Liaise with subcontractors to confirm job details and timelines
Process payroll using Xero
Track employee time via Deputy and transfer data into Xero
Prepare and issue invoices to clients
Handle incoming phone calls and respond to WhatsApp messages
Build and maintain strong relationships with clients, suppliers, and subcontractors
Qualification
Required
Strong organizational and time management skills
Excellent communication and interpersonal abilities
Proficiency in Xero and Deputy (or similar payroll/time-tracking software)
Ability to read and prepare basic construction drawings
Attention to detail, especially in compliance and defect management
Experience in quoting, invoicing, and supplier coordination
Company
Virtual Assistant Team
Virtual Assistant Team offers professional Virtual Assistant Services including consultation and professional recruitment services to ensure you get the right Virtual Assistant who compliments your business, matches your personality, and caters for your unique needs.
11-50 employees
Funding
Current Stage
Early StageCompany data provided by crunchbase