Virtual Project Coordinator (Administrative Assistant)

Indy Roof & Restoration

Virtual Project Coordinator (Administrative Assistant)

Location: Remote - must be based in the Philippines

Our Roofing Solutions with a Commitment to Community

Founded in 2018, Indy Roof & Restoration helps homeowners when they need it most; educating clients on roof replacement and repairs, delivering 24/7 emergency service, and supporting our community through partners like Fountains of Hope and Habitat for Humanity. We're proud of our A+ BBB rating and strong Google reviews, and even prouder of the people behind them.

We're hiring a Virtual Project Coordinator to support our roofing, siding, gutter, and restoration operations. The ideal candidate will play a key role in coordinating daily operations, ensuring smooth project scheduling, and managing important administrative and technical tasks. This is a remote position, and strong communication skills, reliability, and attention to detail are essential.

Responsibilities

Project Coordination & Customer Support

• Answer inbound phone calls with professionalism, providing empathetic and clear customer service.
• Schedule jobs for roofing, siding, gutter, and interior restoration projects, optimizing crews, materials, and timelines.
• Perform job close-outs by reviewing scope and documentation to ensure all requirements are completed.
• Review and log crew invoices for accuracy, resolving discrepancies quickly.
• Validate supplier invoices for proper billing and documentation.
• Coordinate and schedule warranty repairs with timeliness and proactive communication.
  
  

Technical & Administrative Support

• Maintain clean and accurate data inside AccuLynx (or JobNimbus, if migrating), ensuring contracts, scopes, and photos are uploaded correctly; run periodic audits for duplicates or missing fields.
• Monitor and troubleshoot Zapier automations, scheduling tools, and CRM integrations (e.g., Google Calendar, Hatch, CallRail, QuickBooks). Flag errors and coordinate fixes.
• Generate weekly/monthly reports (sales pipeline, jobs in progress, invoice status, lead sources, etc.) for leadership review.
• Administer CallRail (tagging, source tracking, ensuring leads are routed correctly, pulling call recordings when needed).
• Keep SOPs, checklists, and templates updated as processes change (especially for validation, close-outs, and billing).
  
  

Qualifications

• 1 to 3 or more years of experience in administrative support, project coordination, or related roles.
• Strong written and spoken English communication skills.
• Strong phone presence and customer service skills.
• Excellent organizational and multitasking abilities.
• Proficiency with scheduling tools, spreadsheets, and office software.
• Reliable internet connection; ability to work independently in a remote setting.
• Previous experience in construction, roofing, or restoration industries preferred.
• Familiarity with invoice management and project tracking systems.
• Customer service experience with call handling and scheduling.
  
  

Compensation & Schedule

• Remote, Philippines-based.
• Contractor role (hourly contract, not a U.S. employee position).
• Pay: $6 to $8 USD per hour, depending on experience.
• Core working hours: align with U.S. Eastern Time.
• Monday-Friday: 8:00 AM - 8:00 PM
• Saturday: 9:00 AM - 2:00 PM
• Sunday: Off
  
  

Note: This is a contract opportunity and does not include U.S. employee benefits.

Equal Opportunity Statement

Indy Roof & Restoration is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, genetic information, military status, or any other protected characteristic under federal, state, or local law.