Admin VA with QuickBooks and HubSpot

Tavor Perry; Guihulngan; On-site; PHP 180,000 - 300,000; Full time

Job summary

Tavor Perry Construction is seeking an organized Administrative Assistant to support daily operations, handle invoicing in QuickBooks, manage the HubSpot CRM, answer calls, and assist with estimating.

You will communicate confidently with clients, maintain records, and ensure data accuracy while representing the company professionally.

Qualifications

• Experience as an administrative or virtual assistant.
• Proficient in QuickBooks invoicing and data entry.
• Knowledge of HubSpot CRM or similar CRM.
• Excellent English, strong phone and written communication.
• Strong note-taking and organizational skills.
• Able to work independently and adapt quickly.

Responsibilities

• Prepare and send client invoices in QuickBooks and maintain billing records.
• Perform data entry in QuickBooks to record client details and transactions.
• Maintain HubSpot CRM including contacts, deals, and communication history.
• Answer calls, screen inquiries, and route to appropriate colleagues.
• Reach out to clients by phone for follow-ups and updates.
• Take structured notes during calls and meetings and share action items.
• Assist with estimating by gathering project details and organizing docs.
• Manage company email and keep client/project records organized.

Skills

Administrative assistant

Virtual assistant

QuickBooks invoicing

HubSpot CRM

English proficiency

Note-taking

Organizational skills

Independent worker

Communication skills

Tools

QuickBooks

HubSpot CRM

Job description

Job Summary:
We're looking to add an organized and adaptable Construction Administrative Assistant to support the day-to-day operations of our general contracting business. You'll manage invoicing and data entry in QuickBooks, keep our HubSpot CRM in order, answer and route calls, and help our team with estimating. You'll be a confident communicator who picks things up fast, owns your work, and represents our company professionally with clients.

Key Responsibilities:

• Build and send client invoices in QuickBooks and keep billing records accurate and current
• Complete data entry in QuickBooks so client details and transactions are recorded correctly
• Update and maintain the HubSpot CRM, including contacts, deals, and client communication history
• Pick up incoming calls professionally, screen inquiries, and pass calls to the right person
• Reach out to clients by phone on the company's behalf for follow-ups and updates
• Take clear, structured notes during calls and meetings and share action items with the team
• Help with estimating by pulling together project details, organizing documents, and preparing estimates
• Manage client correspondence through the company email account
• Keep client and project records well organized and easy to access

Mandatory Skills:

• Proven background as an administrative assistant or virtual assistant
• Practical QuickBooks experience, especially invoicing and data entry
• Working knowledge of HubSpot CRM or a comparable CRM platform
• Excellent spoken and written English with a confident, professional phone manner
• Strong note-taking and organizational skills
• Adaptable, a fast learner, and keen to understand how the business works
• Steady, precise, and able to work solo
• Strong communication skills and a proactive, responsive attitude

Preferred Skills:

• Experience in construction, general contracting, or remodeling
• Background in commercial or real estate property management
• Familiarity with construction estimating or reviewing project scopes
• Prior receptionist, call handling, or answering service experience
• Ability to handle multiple tasks and priorities simultaneously
• Interest in growing with the role as responsibilities expand

Why Join Us:

You'll become part of a growing construction business where your work directly supports daily operations and client relationships. We value adaptability and initiative over rigid checklists, and once you've proven yourself, there's real room to take on more and grow with the role.