Role Purpose

The Project Coordinator (VA) is responsible for managing administrative coordination,
communication, and task tracking across projects, ensuring all internal teams, customers,
and timelines stay aligned. This role does NOT make decisions — it executes, tracks, and escalates.

Schedule:

• Monday to Friday, 8:00 AM – 5:00 PM CST (1-hour unpaid break)
• Total Weekly Hours: 40 hours

Independent Contractor Perks:

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations

Responsibilities

1. Project Tracking & Task Management

• Maintain and update all projects in CRM / Project Management System (NetSuite / Asana)
• Track: Order status, CAD approvals, Production timelines, Installation scheduling
• Ensure all projects move through each phase of the LTD process
• Output: Daily project status updates; Flagged delays or missing steps

2. Internal Team Coordination

• Act as the central communication hub between Sales, Scheduling, Operations, and Warehouse
• Confirm orders are complete and information is accurate before moving forward
• Follow up on missing details (never assume)
• Important: This role does NOT fix issues — it flags them.

3. Customer Communication Support

• Send and manage appointment confirmations, scheduling updates, and process reminders
• Support communication aligned with LTD process expectations: Installation scheduling, Payment reminders, Project updates
• Tone: Professional, Clear, Structured (no over-explaining)

4. Scheduling Coordination

• Assist Team by Scheduling: Confirming availability, Coordinating appointment windows, Updating schedules in system
• Ensure all steps follow LTD scheduling flow
• UNTIL YOU PASS TRAINING STAGES DO NOT: Independently reschedule without approval or make judgment calls on field logistics.

5. Documentation & Data Accuracy

• Ensure all project files are complete: CADs, Measurements, Customer selections
• Verify required fields before project progression (e.g., CAD accuracy and approvals before production)

6. Process Enforcement

• Ensure every project follows: Contract → CAD → Approval → Production → Installation → Warranty
• No skipping steps. No exceptions.

7. Issue Escalation (VERY IMPORTANT)

• Identify and flag: Missing information, Delays, Conflicts, Customer concerns
• Escalate to: Project Manager, Director of Operations, Relevant department owner
• Rule: VA flags → Leadership decides → Team executes

Daily / Weekly Deliverables
Daily

• Project status report
• Follow-up list (open items)
• Customer communication log

Weekly

• Project pipeline overview
• Delayed project report
• Scheduling coordination summary

Tools & Systems

• NetSuite (or ERP)- (Work in Progress)
• Excel / Task Management
• Email (Outlook / Gmail)
• CRM / Project Tracking
• Shared Drive (Google Drive / Dropbox)
• Microsoft Teams

KPIs (Performance Metrics)
This is where most people get it wrong—this role MUST be measurable.

• % of projects updated daily (Target: 100%)
• Response time to internal requests (< 2 hours)
• Follow-ups completed (Target: 100%)
• Data accuracy (minimal errors)
• Escalation speed (same-day)

Requirements

• 1–3 years experience in project coordination, virtual assistance, or administrative support
• Experience with CRM / project management tools (e.g., NetSuite, Asana)
• Strong attention to detail and data accuracy (critical for tracking and documentation)
• Excellent written communication skills (clear, concise, and structured)
• Proven ability to track multiple tasks and follow up consistently
• Highly organized and process-driven (able to follow strict workflows without deviation)
• Ability to identify issues and escalate promptly (no independent decision-making)
• Experience with scheduling and coordination (appointments, calendars, timelines)
• Comfortable working with repetitive, structured tasks and meeting daily reporting requirements

Preferred:

• Experience in process-heavy environments (construction, operations, or production workflows)
• Familiarity with CAD/documentation tracking
• Experience working with remote or international teams

Side Note

• This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

• Please follow the provided link to BruntWork’s Career Site to finish your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.