🥥Project Administrator - Job Code: 42960824741

At Coconut 🥥, we connect founders and businesses with top-tier remote talent while prioritizing meaningful, reliable partnerships. We believe success happens when everyone wins. Clients achieve their goals, and our virtual professionals find purpose and growth in their work. We're currently looking for top talent to fill the role below:

Role:  Project Administrator

Monthly Rate: $900

Availability: Full-time - 40 hours/week

Time Zone: 9-5PM EST

==================================================

To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.

What to Prepare:

1️⃣ English Proficiency Rating – You will need to enter your CEFR English proficiency level in the application form. If you’re unsure of your rating, you can take a quick assessment here: EF SET Quick Check.

2️⃣ Coconut VA Profile (Resume) – Before submitting your application, please create your Coconut VA profile using this template: Coconut VA Profile Template. ⚠️⚠️⚠️ YOUR RESUME MUST FOLLOW THIS FORMAT AND SHOULD BE IN ENGLISH. This is a test of how keen you are with details and how well you follow instructions. ⚠️⚠️⚠️

3️⃣ 1-Minute Introduction Video – Record a short introduction video (preferably using Loom) and provide the link in your application. Before you do, check out these video tips and sample videos. Important: By submitting your video, you grant Coconut permission to share it on our platforms to help increase your chances of being matched with a client. Videos with broken or dummy links will result in disqualification.

Experience Needed/Responsibilities:

-Provide administrative support to the Project Management team and assist with day to day coordination of projects.

-Help gather and organize project details such as site information, budgets, and deadlines.

-Update internal systems and client portals to ensure project information and documentation are accurate and current.

-Assist in preparing reports, proposals, and presentations for clients as needed.

-Communicate with subcontractors and vendors to collect quotes, schedules, and compliance documents.

-Help issue purchase orders and track invoices, completion photos, and other project-related paperwork.

-Maintain organized records of subcontractor details, contracts, and performance information.

-Ensure all documentation meets company standards and client requirements.

-Support compliance efforts by helping track safety forms, insurance certificates, and other required documentation.

-Coordinate with internal teams including Sourcing and Project Management to keep projects running smoothly.

-Support meeting scheduling, note taking, and follow ups on action items.

-Assist in resolving basic project or documentation issues and escalate concerns when needed.

-Maintain databases, trackers, and shared folders to ensure project data is complete and organized.

-Prepare status updates and assist with reporting on ongoing projects.

-Handle other administrative tasks or special projects as assigned.

-Maintain a professional and positive attitude in all communications.

-Follow established processes and provide suggestions for improvement where appropriate.

-Support the overall efficiency and success of the project coordination team.

Good to have:

-Netsuite, Microsoft Office (Teams, Outlook), Client Point, Adobe Pro, Proposify, Fexa, and Box or DocuSign experience

Non-negotiable Requirements:

-Availability to work 9-5PM EST

Industry/Tools Experience:

-Netsuite, Microsoft Office (Teams, Outlook), Client Point, Adobe Pro, Proposify, Fexa, and Box or DocuSign