Full-Time Project Coordinator / Experienced Administrative Assistant for Cabinet Dealership (Construction)

Job Description
We are a cabinet dealership in Vero Beach, Florida specializing in kitchens and baths. We already have a talented design assistant in the Philippines who creates drawings, elevations, renderings, and pricing. You will work closely with her as part of our small, established Philippine team. We are now looking for a second, highly organized, detail-oriented Virtual Assistant to serve as Project Coordinator / Administrative Assistant. Your focus will be the “back-end” of projects, so everything is accurate, organized, and ready for ordering, delivery, and installation.

Core Responsibilities

• Review order materials / bill of materials against final elevations and drawings for accuracy (this includes cabinets and aftermarket items)

• Enter, review and correct materials in online cabinet ordering programs / bill of materials against final elevations and drawings for accuracy (this includes cabinets and aftermarket items)

• Prepare and type up professional quotes for final review

• Create project management folders (digital) for each job when it is ready for delivery and installation (this includes job information, appliance information, final elevations and layouts, hardware layouts with notes, etc.)

• Create hardware counts and add clear notes on the final elevations for client approval

• Request and log countertop quotes for every job

• Maintain an accurate delivery schedule

• Keep a detailed warranty log

• Organize and maintain all digital project files (elevations, quotes, approvals, photos, etc.)

Additional helpful tasks (we will train you)

• Track purchase orders and material lead times

• Prepare simple installation packets for the crew (elevations + hardware lists + notes)

• Follow up on client approvals and change orders

• Update project status trackers

• Assist with basic supplier communication and inventory notes

• Maintain simple reports on upcoming deliveries and open warranties

• Other administrative support as the business grows

Schedule
Full-time (approximately 40 hours/week).
You must be available and online during our core overlap hours: 9:00 AM – 12:00 PM Eastern Time (Florida time), Monday–Friday.
(That is 9:00 PM – 12:00 AM Philippine time.)
The remaining hours of your workday can be done before or after this window — whatever works best for you.
Time Tracking
We use TimeProof (the free built-in tracker from OnlineJobs.ph) to record work hours and occasional screenshots. This helps us confirm availability during the required core hours and keeps everything transparent for both of us. The tracker is simple to install and is standard for many remote roles.

Requirements

• Excellent written and spoken English

• Strong attention to detail (this is critical — you will be checking drawings, elevations, and counts)

• Highly organized and able to create clean digital file systems (Google Drive experience)

• Proficient in Google Workspace (Docs, Sheets, Drive) and/or Microsoft Office

• Comfortable working with PDFs, elevations, and basic drawings (no design experience required — our other assistant handles the design work)

• Previous experience in construction, remodeling, kitchen & bath design, cabinets, interior design, or manufacturing is wanted and strongly preferred

• Reliable, computer, internet and quiet workspace

• Able to work independently and communicate clearly with a small team. Compensation

$800 – $1,000 USD per month depending on experience and skills (full-time).

We pay via Wise.
We start with weekly payments for the first 1–2 months to build trust, then switch to bi-weekly or monthly. We value long-term relationships and give performance-based raises.
To Apply
Please send:
1. Your resume / OnlineJobs.ph profile
2. A short paragraph telling us why this role interests you and briefly highlighting any construction, kitchen & bath, or related experience
3. Your expected monthly salary
4. Confirmation that you can work the required 9 AM–12 PM ET core hours
As part of the hiring process, we will ask finalists to complete a short paid test task (reviewing sample elevations, layout, renderings, and materials list). We look forward to meeting organized, detail-oriented people with relevant experience who want a stable, long-term role supporting a growing American cabinet business.