Assistant Project Manager

VPM Solutions; Mexico; On-site; PHP 300,000 - 420,000; Full time

Job summary

VPM Solutions is seeking an organized, proactive administrator to support busy operations and leadership. You will coordinate calendars, manage communications, and help keep client and project information accurate and up-to-date.

The role emphasizes behind-the-scenes coordination, timely follow-ups, and meticulous record-keeping, with opportunities to improve processes and SOPs across the office.

Qualifications

• Experience in office management, executive assistance, project coordination, or administrative support.
• Strong customer service and relationship-building skills.
• Ability to prioritize multiple projects with high attention to detail.
• Ability to work independently and take ownership of responsibilities.

Responsibilities

• Lead calendar management and coordinate scheduling using Google Calendar.
• Manage incoming leads via phones and emails, and route inquiries promptly.
• Serve as primary communication hub for clients, leadership, and team via email, WhatsApp, and phone.
• Coordinate subcontractors, source materials, and schedule deliveries.
• Maintain organized project files and verify daily timesheets.
• Assist with job costing by organizing estimates, invoices, and documentation.
• Develop and update SOPs to improve consistency and efficiency.

Skills

Executive support

Calendar management

Communication

Scheduling

Client coordination

Education

High school diploma or equivalent

Tools

Google Calendar

Gmail

HubSpot

QuickBooks Online

Dropbox

Canva

Job description

All applications will be completed on VPM Solutions

To Apply:

Step 1: Click "Apply via LinkedIn," which will take you to the job description. Click "Apply Now" and log in to your existing VPM Solutions account, or sign up to create your Freelancer Profile.

Step 2: Update your profile.

Step 3: Search for the Job Title.

Step 4: Click "Apply Now" and submit your application.

Role Overview

We're looking for someone who enjoys bringing order to busy operations and takes pride in being the person everyone can rely on. This role is ideal for someone who thrives behind the scenes, keeps projects moving, communicates proactively, and enjoys supporting both leadership and field operations.

As the central point of coordination, you'll help manage client communication, subcontractors, scheduling, job documentation, and executive support while ensuring projects stay organized from start to finish. Success in this role comes from anticipating needs, maintaining accurate records, and following through on every detail.

What You'll Own

• Lead & Calendar Management
• Manage incoming leads by answering phones and responding to emails.
• Schedule appointments and meetings using Google Calendar.
• Ensure inquiries are routed promptly and professionally.
• Communication & Team Coordination
• Serve as a primary communication hub for clients, leadership, and team members through email, WhatsApp, and phone.
• Keep all parties informed with timely updates and follow-up communications.
• Subcontractor & Project Coordination
• Coordinate subcontractors, source and order materials, and schedule deliveries.
• Communicate with vendors and suppliers using email, phone, and the DTE App.
• Help keep projects on schedule through proactive coordination.
• Operations & Administrative Support
• Maintain organized subcontractor documentation and project files.
• Verify daily timesheets for DTE team members.
• Assist with job costing by organizing estimates, invoices, and project documentation.
• Build and maintain Standard Operating Procedures (SOPs) to improve consistency and efficiency.
• Executive & Office Administration
• Manage and organize Jeff's and Chuck's email inboxes.
• Support leadership with administrative priorities and follow-up tasks.
• Keep digital files organized and ensure office systems remain accurate and up to date.

What Makes This Role a Fit

This role could be a great fit if you're someone who genuinely enjoys helping people stay organized and productive. If you're energized by supporting a team, anticipating what's needed next, and creating positive experiences through excellent communication, you'll likely thrive here.

You may also enjoy this position if you naturally create structure wherever you go. If color-coded calendars, organized inboxes, well-maintained files, and efficient systems make you smile, this role was built for you.

Finally, if you're the type of person who catches the missing attachment before an email is sent, notices discrepancies before they become problems, and believes that every small detail matters, you'll find your strengths put to good use every day.

You Might Have (or Be Ready to Learn)

• Experience in office management, executive assistance, project coordination, or administrative support.
• Strong customer service and relationship-building skills.
• Ability to prioritize multiple projects while maintaining exceptional attention to detail.
• Confidence working independently and taking ownership of responsibilities.

Familiarity with the following tools is helpful:

• Google Drive
• Google Calendar
• Gmail
• HubSpot
• WhatsApp
• QuickBooks Online
• Dropbox (easy to learn)
• Canva (easy to learn)

You Might Be Ready to Learn

If you haven't worked with every platform listed above, that's okay. We're looking for someone who is curious, resourceful, and excited to learn new systems. We value attitude, ownership, and reliability just as much as technical experience.