Operation Assistant

Project & Operations Coordinator – Private Villa Development (Goa)

Goa, India (On-site)

6 days per week

Job Overview

We are seeking a highly organized, detail-oriented Project & Operations Coordinator to assist the owner in managing the construction and development of a private luxury villa in Goa.

This role combines project coordination, administrative management, on-site supervision, vendor coordination, purchasing, and digital organization. The candidate will serve as the owner’s right-hand assistant, ensuring smooth communication between contractors, vendors, designers, and online platforms.

The ideal candidate is extremely organized, technologically fluent, proactive, and capable of managing multiple moving parts in a construction and hospitality project.

Key Responsibilities

Construction & Site Coordination

• Assist in day-to-day supervision of villa construction
• Track project timelines and ensure milestones are met
• Coordinate with architects, contractors, and site workers
• Monitor quality of work and flag issues to the owner
• Maintain detailed progress reports and site documentation
• Ensure materials arrive on time and match specifications

Vendor & Procurement Management

• Source and coordinate with vendors and suppliers
• Request quotes, compare pricing, and track orders
• Manage purchasing of construction materials, fixtures, and equipment
• Track delivery schedules and confirm receipt on-site
• Maintain organized vendor contact lists and records

Administrative & Organizational Support

• Maintain organized digital records for the project
• Track budgets, invoices, payments, and expenses
• Schedule meetings and site visits
• Prepare weekly reports for the owner
• Maintain documentation, contracts, permits, and approvals

Digital & Systems Management

• Manage project files using Google Drive, Sheets, Docs, and shared systems
• Use project management tools (Notion, Trello, Asana, etc.) to track tasks and timelines
• Maintain centralized organization of documents, drawings, and approvals
• Assist with digital communication and coordination with remote stakeholders

Owner Assistance

• Act as the primary on-site liaison for the owner
• Coordinate requests and instructions from the owner
• Provide daily updates and progress summaries
• Help implement systems to keep the project organized and efficient

Online Platform Liaison (Future Villa Rental Preparation)

• Assist with listing preparation for platforms like Airbnb, Booking.com, and other hospitality platforms
• Help coordinate photography, listing information, and guest operations setup
• Assist with digital operations once the villa nears completion

Requirements

Essential

• Based in Goa and available on-site 6 days per week
• Strong organizational and multitasking skills
• Fluent in English
• Strong computer literacy

Technical Skills

Must be comfortable with:

• Google Workspace (Docs, Sheets, Drive, Calendar)
• Project management tools (Notion, Trello, Asana or similar)
• Basic budgeting and spreadsheet tracking
• Digital file organization
• Communication via email, messaging platforms, and shared systems

Preferred Background

Candidates with experience in:

• Construction project coordination
• Architecture or interior design firms
• Hospitality project management
• Property development
• Executive assistant roles with operational responsibility

Personal Traits

• Extremely organized and detail-oriented
• Proactive and able to anticipate needs
• Calm under pressure and able to manage multiple tasks
• Strong communicator with vendors and contractors
• Trustworthy and responsible

How to Apply

Please send:

• Resume/CV
• Brief introduction about your experience
• Examples of projects or roles where you handled coordination, organization, or project management