Assistant Project Manager

VPM Solutions; Philippines; On-site; PHP 300,000 - 540,000; Full time

Job summary

VPM Solutions is seeking an organized Operations and Administrative Specialist to streamline busy workflows, coordinate schedules, and support leadership and field operations in a dynamic environment.

You will own calendar management, client and subcontractor communications, documentation, timesheets, cost estimates, SOPs, and executive inboxes, ensuring accuracy, timely updates, and proactive problem-solving. This role rewards reliability, attention to detail, and a proactive mindset.

Qualifications

• Experience in office management, executive assistance, project coordination, or administrative support.

Responsibilities

• Lead and manage calendars and scheduling across teams.
• Manage incoming leads by answering phones and emails.
• Schedule appointments and meetings using Google Calendar.
• Ensure inquiries are routed promptly and professionally.
• Serve as a primary communication hub for clients, leadership, and team members via email, WhatsApp, and phone.
• Keep all parties informed with timely updates and follow-up communications.
• Coordinate subcontractors, source materials, and schedule deliveries.
• Communicate with vendors and suppliers via email, phone, and the DTE App.
• Help keep projects on schedule through proactive coordination.
• Maintain organized subcontractor documentation and project files.
• Verify daily timesheets for 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.
• Manage and organize executives' email inboxes and support leadership with priorities.
• Keep digital files organized and ensure office systems remain accurate and up to date.

Skills

Calendar management

Communication

Coordination

Attention to detail

Tools

Google Drive

Google Calendar

Gmail

HubSpot

WhatsApp

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.