Virtual Construction Project Coordinator (Simpro/Xero/Hubdoc)

About the role

We are looking for a highly organized Virtual Construction Project Coordinator to support the day‑to‑day operations of a growing renovation business. Working remotely, you will act as the central hub for project coordination, quoting and financial administration, using Simpro, Xero and Hubdoc to keep projects on schedule and profitable.

Key responsibilities

• Manage the owner’s email inbox and calendar, triaging messages and drafting responses.
• Prepare initial renovation quotes in Simpro, creating custom quote forms with tiered pricing.
• Coordinate material orders, track client selections and schedule deliveries.
• Liaise daily with external contractors, collect job notes and progress photos.
• Process supplier invoices and expense claims in Hubdoc and Xero, and reconcile bank statements weekly.
• Allocate and track all costs against jobs in Simpro, flagging potential margin creep.
• Administer the shop‑drawing process, ensuring accurate costing and scheduling.
• Document administrative workflows and build a searchable SOP knowledge base.

Required profile

• Proven experience as a virtual assistant, project coordinator or administrative assistant, preferably in construction, trades or renovation.
• Strong organisational ability to manage multiple project timelines, material orders and contractor schedules.
• Excellent written and verbal communication skills for interacting with high‑end clients, contractors and suppliers.
• High attention to detail to ensure accurate quotes and prevent margin creep.

Required skills

• Simpro
• Xero
• Hubdoc