Operations & Admin Coordinator VA for Window Coverings Business

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: TYPE OF WORK

Full Time

: SALARY

$6-10 USD / HOUR

: HOURS PER WEEK

25

: DATE UPDATED

Jul 9, 2026

JOB OVERVIEW

We are a growing custom window coverings business looking for a highly organized Operations & Admin Coordinator VA to support the owner and keep sold jobs moving smoothly.

The owner handles sales, customer calls, consultations, and closing deals. This role is mainly focused on what happens after a job is sold: deposits, paperwork, project tracking, ordering, scheduling, installation coordination, invoicing, and final payment follow-up.

We also work with independent sales reps who place orders through our company account. The reps handle their own customers. Your job would be to help manage the admin side: order paperwork, supplier coordination, tracking, updates, and keeping everything organized.

This is a long-term role starting part-time at 20–25 hours per week, with the opportunity to grow into a full-time Operations Coordinator position as the business grows.

Responsibilities
Create and update jobs in ClickUp or similar project management software
Track sold jobs from deposit through completion
Send deposit and final payment reminders
Prepare invoices and organize payment records
Schedule final measurements and installations
Coordinate with installers, vendors, suppliers, and independent sales reps
Order materials based on approved job details
Track shipments and update project statuses
Organize customer files, measurements, photos, and documents
Help prepare quote and proposal drafts from the owner's notes
Follow up on proposals or administrative items when requested
Help create and improve SOPs, checklists, and internal systems as we grow
What We're Looking For

The ideal candidate is:

Extremely organized and detail-oriented
Proactive and comfortable following up without being reminded
Strong in written and spoken English
Able to manage multiple projects and deadlines simultaneously
Comfortable learning new software and technology
Reliable, professional, and responsive during working hours
Interested in building a long-term career with a growing business
Technology Requirements

To support our customer communication workflow, applicants must own and regularly use at least one Apple device (iPhone, iPad, or Mac). Our team uses Apple's iMessage platform as part of our day-to-day communication process, so having access to an Apple device is an important requirement for this position.

Applicants should also have:

A reliable computer
High-speed internet
A quiet workspace suitable for remote work
Experience That Is Helpful

Experience with any of the following is a plus:

ClickUp
Google Workspace
QuickBooks or other invoicing software
CRM software
Project coordination
Supplier ordering or logistics
Home services, construction, interior design, or window coverings
Supporting outside sales representatives or field teams
Important Role Clarification

The owner will continue handling customer calls, consultations, sales presentations, and closing deals. This is not a sales position.

Your mission is to ensure every sold project moves smoothly from deposit through installation and final payment while keeping customers, suppliers, installers, and sales representatives informed throughout the process.

Hours & Compensation
20–25 hours per week to start
Opportunity to grow into full-time
$7–$9 USD per hour depending on experience
Paid trial project for finalists
To Apply

Please start your application with the phrase:

"I keep projects moving."

Then include:

Your experience with operations, administration, or project coordination.
The software you use regularly.
Your experience supporting contractors, suppliers, installers, or sales teams.
The Apple device(s) you currently own (iPhone, iPad, Mac, etc.).
Your computer setup and internet speed.
Your available working hours in Philippine time.
Your expected hourly rate (USD).
A short voice recording introducing yourself.

SKILL REQUIREMENT

Administrative Management Project Management Clickup

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Operations & Admin Coordinator VA for Window Coverings Business

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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