Project Coordinator

Job Description – Project Coordinator (20 Hours/Week with potential to rapidly extend to Full Time 40 Hrs per week)
Reports to: National Project Manager
Location: Philippines Based, working for a New Zealand company
Company: Finesse Painting & Decorating Ltd

Role Purpose
As Project Coordinator, you’ll support our National Project Manager with the administration and coordination that keeps every job running smoothly, from setup through to completion. Data entry is a core part of the role, so accuracy and attention to detail are essential, along with excellent written and spoken English. As the role grows, there is scope to take on other administrative tasks across the business. You’ll be joining two other Philippines-based Virtual Assistants already on our team – a Project Coordinator and an Accounts Administrator.

Key Responsibilities

• Set up new jobs in our project management software (Fergus).
• Create and maintain project documentation, including project folders, registers and records.
• Prepare Site-Specific Safety Plans (SSSPs) as directed by the Project Manager.
• Track and book in site inductions for our workers, such as online site inductions, or site access cards as required.
• Schedule staff onto jobs as directed by the Project Manager.
• Coordinate project schedules across trades, clients and suppliers.
• Communicate directly with our painters, contractors and clients to keep everyone informed.
• Monitor the National Project Manager’s inbox and flag important email s for follow-up.
• Prepare and complete project closure documentation, such as Producer Statements (PS3s), Warranties etc.
• Carry out ad hoc tasks as directed by the Project Manager.
• Schedule and manage our smaller Insurance Jobs/Property Management Jobs as required.

Key Skills & Attributes
Previous administration experience

• Strong attention to detail—accuracy is essential.
• Fast and confident data entry.
• Ability to follow structured SOPs.
• Good communication skills for liaising with tenants and technicians.
• Highly organised and comfortable managing multiple jobs at once.
• Proficient with digital tools (Outlook, Fergus or other Job management software experience, SharePoint, Excel spreadsheets).
• Calm under pressure and deadline-driven.
• Strong spoken and written English.

Experience
Preferred but not required—training provided:

• Previous Project coordinator experience.
• Experience in trades, construction, or scheduling roles.
• Familiarity with job management systems - such as Fergus.

Hours & Conditions

• 20 hours per week – with the view extend this to 40 hours (full time)
• Remote role, working with Teams in New Zealand

Must be available to start work at 9:00am New Zealand time, Monday to Friday.
Must have reliable internet and a good working station set up, Laptop, headset, screens etc.

• All system training provided.

Success in This Role Looks Like

• Jobs are set up correctly the first time.
• Schedules and spreadsheets are always up to date.
• Technicians receive clear job information with no missing details.
• Clients receive accurate Project documentation, invoicing and consistent communication.
• The National Project Manager is supported with reliable administrative oversight.

Check out our website: ----------

If you feel you are a great fit for this role, please send your CV Monique Murray, email us at ---------- and include 'Project Coordinator Role' in the subject line.