Evaluate each job using our “Vet for Production” checklist to confirm all materials, approvals, and documentation are in place.
Arrange project start dates with clients, field crews, and delivery vendors, ensuring smooth and timely execution.
Communicate site prep requirements, delivery windows, material drop details, and access instructions to all stakeholders.
Update job statuses and detailed notes in the CRM, ensuring the team is always up to date on project progress.
Promptly alert the team of any job delays caused by missing materials, pending approvals, weather, or other external factors.

Minimum 1 year of experience in project coordination, scheduling, or administrative roles, preferably in U.S.-based construction, insurance, or service industries.
Proven experience managing multiple projects and coordinating schedules across diverse teams.
Strong communication skills with the ability to liaise professionally with clients, vendors, and internal teams.
Proficient in task management tools, spreadsheets, and Google Calendar.
Adept at prioritizing tasks and working independently in a remote environment.
Familiarity with construction or insurance-based project workflows.
Experience using CRM systems and vetting documentation for operational readiness.

Basic requirements

Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
Must be available for video meetings with your camera on (when needed)

Technical requirements

Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

Operations & Scheduling Coordinator

Key skills