Executive Administrative Assistant & Project Coordinator.

JOB POSTING: Job Description – Executive Administrative Assistant & Project Coordinator
Company: Property Doctors
Location: 37B Ashgo St, GT Warehouse Unit #1, Grand Cayman
Application Deadline: 24th September 2026 (3 weeks from posting)

About Our Company: Property Doctors is a leading locally owned construction and interior fit-out company in the Cayman Islands, renowned for delivering exceptional quality, reliability and personalized service. We are expanding rapidly and are looking for talented professionals to join our dynamic team.

Position Overview: We are seeking a seasoned, exceptionally organized and analytically sharp Executive Administrative Assistant & Project Coordinator to take on a demanding and multifaceted role in driving operational excellence within a dynamic, high-volume environment. This critical position requires a proactive problem-solver capable of navigating complexity to optimize and elevate the full spectrum of day-to-day operational activities. The role demands expert coordination and orchestration of interconnected operational functions, including planning, executing and monitoring marketing campaigns, coordinating projects across teams and supporting overall marketing strategies to enhance brand visibility and drive business growth. The successful candidate will identify inefficiencies in complex workflows, design and implement streamlined processes and deliver measurable improvements in speed, accuracy and cost-effectiveness while maintaining seamless execution under pressure.

Executive Administrative Assistant & Project Coordinator is to provide executive, administrative, financial, and project support to the Construction Manager and Executive Management Team. The role is responsible for coordinating office operations, supervising administrative staff, supporting procurement and project administration activities, and assisting with budgeting and cost control. Utilizing strong administrative expertise and technical proficiency, the position will also support business systems, electronic document management, data integrity, and process improvements to promote efficient and effective operations throughout the organization.

Salary Range: KYD $5,000.00 to KYD $5,833.33 per month (commensurate with qualifications and experience).

Working Hours: Monday – Friday 8:00 AM – 5:00 PM, Saturdays 8:00 AM – 12:00 PM (flexible as needed)

Key Responsibilities:
 Provide executive and administrative support to the Construction Manager and Executive Management Team.
 Assist with office technology, electronic filing systems, data backup procedures, and coordination with IT support providers to ensure business continuity and efficient operations.
 Manage calendars, meetings, correspondence, reports, and company records.
 Oversee the day-to-day operations of the office and supervise administrative support staff.
 Supervise and monitor personnel responsible for payroll processing, timekeeping, employee records, and HR administration.
 Ensure employee files, onboarding documents, attendance records, and payroll information are maintained accurately and confidentially.
 Monitor Accounts Payable and Accounts Receivable functions and ensure timely processing and follow-up.
 Maintain project files, contracts, permits, and project-related documentation.
 Support the Construction Manager with procurement, purchasing, subcontractor coordination, and material tracking.
 Obtain supplier quotations, prepare purchase orders, and monitor deliveries and project expenditures.
 Assist with project estimates, budgeting, job costing, and budget control reporting.
 Coordinate communication between office staff, field staff, clients, vendors, subcontractors, and management.
 Prepare meeting agendas, minutes, project reports, and management reports.
 Ensure office procedures, documentation standards, and company policies are followed.
 Assist with special projects and other duties as assigned by management.

Requirements:
 Bachelor’s degree in computer engineering, Business Administration, Office Administration, or a related field.
 10+ years of experience in executive administration, office management, accounting support, procurement, and project coordination.
 Proven experience supporting senior management and coordinating multiple business functions simultaneously.
 Experience supervising and coordinating office personnel, including employees responsible for payroll administration, timekeeping, employee records, and general office operations.
 Knowledge of Accounts Payable, Accounts Receivable, payroll oversight, employee records management, and office administration.
 Strong organizational, leadership, communication, and problem-solving skills.
 Proficient in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) and administrative systems.
 Experience coordinating vendors, suppliers, clients, and internal teams.
 Ability to manage multiple priorities, maintain confidentiality, and work independently.
 Experience within construction, contracting, or service-based industries is an asset.
 Willingness to learn construction estimating, job costing, budgeting, procurement management, and project administration.