Job description

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Title: SBE-CPT-10275 Administrative Coordinator

Independent Contractor – Administrative Coordinator/Administrative VA/Junior to Senior Level (Remote).

Overview

A growing design-build general contracting company is seeking a highly organized Administrative Virtual Assistant to support the Business Partner/Project Manager. This role is essential to improving internal organization, maintaining consistent communication, and ensuring projects and tasks no longer fall through the cracks. The ideal candidate is proactive, detail-oriented, and able to manage administrative operations with minimal oversight.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Calendar & Schedule Management
- Fully manage and maintain the Business Partner’s calendar.
- Ensure all meetings, tasks, and follow-ups are properly scheduled (“If it’s not in the calendar, it is not happening.”)
- Proactively organize timelines and maintain structured scheduling habits.
Email & Communications Management
- Sort, respond to, and manage emails on behalf of the Business Partner.
- Maintain professionalism in all communications, especially with clients and external partners.
- Provide timely updates and flag urgent matters.
Administrative Support
- Handle various administrative, clerical, and operational tasks that remove burden from the Business Partner.
- Maintain and update internal documents, files, lists, and project-related information.
System & Software Administration
- Perform daily admin tasks inside company systems, including:
  - Go High Level
  - Job Trend
  - Google Chat
  - Ensure data is accurate, updated, and organized across platforms.
Project Support & Coordination
- Assist with project-related tasks without directly managing projects.
- Provide administrative follow-up to ensure tasks move forward smoothly.
- Support the Business Partner in maintaining communication and delivery consistency.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

Organizational Strength
- Exceptional ability to maintain structure, create organized systems, and keep tasks on track.
- Strong calendar management discipline.
Communication Excellence
- Strong written and spoken English; client-facing experience preferred.
- Ability to provide assurance, clarity, and professionalism in external communication.
Technical Proficiency
- Experience with or ability to quickly learn:
  - Go High Level
  - Job Trend
  - Google Chat
  - General administrative tools (Google Workspace, spreadsheets, task lists, etc.)
Work Habits & Mindset
- High-level thinker with a results-driven mindset.
- Takes ownership; moves work forward quickly and efficiently.
- Prefers clarity, structure, and accountability
Schedule Requirements
- Must have daily overlapping working hours with Hawaii Time (HST).
- Some collaboration may also connect with Texas time zones.

Work Schedule

Contracted Hours per Week: 20 Hours
Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
Daily Working Time: Flexible HST.

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

Contractors will operate under a Master Services Agreement and a Statement of Work
This is not an offer of employment; contractors are not employees of 20four7VA or any client
All compensation is processed through 20four7VA according to the terms of the engagement

By submitting your application, you acknowledge that this opportunity is for an independent contractor engagement and not an offer of employment. All applications will be reviewed based on alignment with client needs, qualifications, and availability. If selected, a member of our team will reach out to discuss next steps and potential client matching.

We look forward to reviewing your application and potentially working with you on future client engagements!

Administrative Coordinator