Project & Operations Coordinator

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

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.