Admin Coordinator - Job Code: 1782927794447

At Coconut 🥥, we connect founders and businesses with top-tier remote talent while prioritizing meaningful, reliable partnerships. We believe success happens when everyone wins. Clients achieve their goals, and our virtual professionals find purpose and growth in their work. We're currently looking for top talent to fill the role below:

Role: Admin Coordinator

Monthly Rate: $550

Availability: Part-time 20 hours/week

Time Zone: EST business hours

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To streamline your application, please carefully review and complete ALL THREE items below before proceeding to the application form.

What to Prepare:

1️⃣ English Proficiency Rating – You will need to enter your CEFR English proficiency level in the application form. If you’re unsure of your rating, you can take a quick assessment here: EF SET Quick Check.

2️⃣ Coconut VA Profile (Resume) – Before submitting your application, please create your Coconut VA profile using this template: Coconut VA Profile Template. ⚠️⚠️⚠️ YOUR RESUME MUST FOLLOW THIS FORMAT AND SHOULD BE IN ENGLISH. This is a test of how keen you are with details and how well you follow instructions. ⚠️⚠️⚠️

3️⃣ 1-Minute Introduction Video – Record a short introduction video (preferably using Loom) and provide the link in your application. Before you do, check out these video tips and sample videos. Important: By submitting your video, you grant Coconut permission to share it on our platforms to help increase your chances of being matched with a client. Videos with broken or dummy links will result in disqualification.

Requirements

Experience Needed/Responsibilities:

- Maintain and organize Kavita's master task list, deadlines, follow-ups, and outstanding action items

- Prepare weekly reports identifying items awaiting action from Kavita and Jessica

- Track bills, payment due dates, invoices, receipts, and expense documentation

- Review financial records and flag missing, duplicate, or inconsistent invoices

- Categorize expenses and maintain organized bookkeeping records for tax preparation

- Prepare payment summaries including recipient, amount, due date, payment reason, and supporting documentation

- Manage Kavita's personal calendar, children's schedules, school activities, appointments, and identify scheduling conflicts

- Track renewals and expiration dates for passports, Global Entry, driver's licenses, vehicle registrations, insurance, and other important documents

- Organize travel logistics including itineraries, confirmations, trip folders, packing lists, baggage lists, and payment deadlines

- Maintain hiring, candidate, onboarding, and offboarding trackers

- Track birthdays, holidays, gifts, flowers, and special occasions

- Organize approved photos, media appearances, biographies, press materials, and PR assets

- Research collaboration opportunities and build organized prospect lists

- Maintain Sip Channé's internal task management system and monitor deadlines

- Track outstanding items awaiting Kavita's and Jessica's approval

- Organize monthly sales reports, maintain sales logs, and prepare internal sales summaries

- Monitor account activity and identify customers that have stopped ordering

- Maintain contract, renewal, agreement, purchase order, and expiration trackers

- Flag delayed purchase orders and outstanding operational items

- Organize company files, templates, reports, spreadsheets, presentations, and brand assets

- Research restaurants, hotels, wine shops, hospitality groups, clubs, and approved markets for business opportunities

- Build and maintain prospect databases for internal review

- Create, format, and update presentation decks using information provided by Jessica

- Organize press materials, event photos, bottle images, and marketing assets

- Assist with internal event planning through spreadsheets, tracking, and administrative coordination

- Prepare weekly status reports covering completed work, work in progress, pending approvals, upcoming deadlines, overdue items, payments requiring action, and potential project risks

- Attend weekly priority review meetings with Jessica

Good to have:

- Ability to prioritize multiple responsibilities effectively

- Strong research and data organization skills

- Comfortable handling confidential information with discretion

- Proactive in identifying risks, missing information, and upcoming deadlines

- Must follow strict access restrictions and approval processes

- Able to provide concise and organized weekly reporting

- Experience supporting executives or high-level personal assistants

- Basic bookkeeping and expense tracking experience

- Experience with travel coordination

- Experience maintaining CRM or tracking systems

- Presentation and deck-building skills

- Familiarity with hospitality, wine, or consumer brands

- Experience supporting both personal and business administrative operations

- Highly organized with exceptional attention to detail

- Strong administrative and project coordination skills

- Excellent task management and follow-through

Industry/Tools Experience:

- Google Workspace (Docs, Sheets, Calendar) or similar productivity tools (assumed based on responsibilities)

- Spreadsheet software

- Presentation software (PowerPoint, Google Slides, Canva, etc.)

- WhatsApp (for approved communications)

- Email

Benefits

We’re all about uplifting lives in Coconut and we make sure we provide benefits that support work-life balance, well-being, and growth. Here’s what you can look forward to as part of the Coconut Community! ✨

✅ Competitive Salary – We recognize your skills and experience with a great compensation package.
✅ 13th Month Pay – Enjoy an extra month’s salary—because who doesn’t love a little bonus?

✅ Paid Time Off – Recharge with 12 days of PTO to use however you like—vacation, self-care, or just a break from it all!
✅ US Holidays Off – Enjoy 12 paid US holidays throughout the year.
✅ Maternity & Paternity Leave – We support growing families with dedicated leave for new parents.

✅ Comprehensive Healthcare – We’ve got you and your family covered with quality healthcare benefits.
✅ Life Insurance* – Our full-time HMO plan includes life insurance for extra peace of mind.
✅ Mental Health Support – Prioritize your well-being with access to mental health consultations and wellness resources.

✅ Milestone Gifts & Birthday Treats – We celebrate your achievements and make your special day even better!
✅ Exciting Team Experiences – Think island getaways, virtual town halls, and regional meetups—because work should be fun, too!

✅ Stay Connected – Be part of a supportive network where you can learn, grow, and connect with amazing people.

Some benefits may vary. Full details will be provided during the onboarding process.