Actively manage and review the project schedule to ensure field teams, subcontractors, and timelines stay aligned
Submit, track, and follow up on building permits; coordinate ongoing documentation with architects and third parties
Assist the business owner in sourcing and coordinating materials required for active construction sites
Draft, type, and finalize client project estimates efficiently so time-sensitive opportunities are never missed
Generate and dispatch client invoices systematically
Utilize Xero to review ongoing financial transactions, ensuring that material costs and operational expenses are correctly flagged and allocated to their respective active projects
Handle professional phone calls and outreach to follow up with vendors, clients, or municipal offices
Utilize provided AI tools to assist with publishing, scheduling, or coordinating pre-generated blog entries and social media updates (Facebook/Instagram)

Experience & Skills Required
High proficiency with Microsoft Outlook and basic office administrative tools
Familiarity with cloud accounting platforms (e.g., Xero or QuickBooks)
Willingness to master BuilderTrend (Axenia's primary construction CRM)
Comfortable working via a secure VPN setup and a reliable phone system to conduct outbound communication.
Background in project management or operational coordination is highly desired (nice-to-haves)
A background in construction, reading architectural requests, or performing material takeoffs and quantity estimates is a significant plus but not a deal-breaker.

Virtual Project Coordinator – Administrator

Key skills