Executive Project & Operations Coordinator

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

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.