Administrative Virtual Assistant

VA Masters; Quezon City; On-site; PHP 201,000 - 335,000; Full time

Job summary

VA Masters in the Philippines is seeking an organized Construction Administrative Assistant to support daily operations of our general contracting business. You will handle invoicing and data entry in QuickBooks, manage our HubSpot CRM, and assist the team with estimating while maintaining professional client communication.

The ideal candidate communicates clearly, learns quickly, takes ownership of tasks, and represents the company professionally with clients.

Qualifications

• Proven experience as administrative or virtual assistant.
• Hands-on QuickBooks invoicing and data entry.
• Working knowledge of HubSpot or similar CRM.
• Excellent spoken and written English with professional phone manner.
• Strong note-taking and organizational skills.
• Adaptable, quick to learn, and able to work independently.
• Reliable, detail-oriented, and proactive.
• Strong communication skills and responsive attitude.

Responsibilities

• Create and send client invoices in QuickBooks and maintain billing records.
• Perform data entry in QuickBooks for client details and transactions.
• Manage HubSpot CRM, including contacts, deals, and history.
• Answer incoming calls and screen inquiries; forward to the right person.
• Make outbound calls for follow-ups and updates.
• Take clear notes during calls and meetings; share action items.
• Support estimating by gathering project details and organizing docs.
• Handle client correspondence via company email.
• Keep client and project records organized and accessible.

Skills

Administrative experience

QuickBooks invoicing

QuickBooks data entry

HubSpot CRM

English communication

Note-taking

Organizational skills

Independent work

Phone etiquette

Proactive communication

Tools

QuickBooks

HubSpot CRM

Job description

Job Summary:
We're on the hunt for an organized and adaptable Construction Administrative Assistant to support the daily operations of our general contracting business. You will handle invoicing and data entry in QuickBooks, manage our HubSpot CRM, answer and route calls, and assist our team with estimating. The ideal candidate is a confident communicator who learns quickly, takes ownership of their work, and can represent our company professionally with clients.

Key Responsibilities:

• Create and send client invoices in QuickBooks and keep billing records accurate and up to date

• Perform data entry in QuickBooks, making sure client details and transactions are recorded correctly

• Manage and update the HubSpot CRM, including contacts, deals, and client communication history

• Answer incoming calls professionally, screen inquiries, and forward calls to the right person

• Make outbound calls to clients on behalf of the company for follow-ups and updates

• Take clear, organized notes during calls and meetings and share action items with the team

• Support the estimating process by gathering project details, organizing documents, and helping prepare estimates

• Handle client correspondence through the company email account

• Keep client and project records organized and easy to access

Mandatory Skills:

• Proven experience as an administrative assistant or virtual assistant

• Hands-on experience with QuickBooks, particularly invoicing and data entry

• Working knowledge of HubSpot CRM or a similar CRM platform

• Excellent spoken and written English with a confident, professional phone manner

• Strong note-taking and organizational skills

• Adaptable, quick to learn, and willing to understand how the business works

• Reliable, detail-oriented, and able to work independently

• 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

• Previous receptionist, call handling, or answering service experience

• Ability to manage multiple tasks and priorities at the same time

• Interest in growing with the role as responsibilities expand

Why Join Us:

You will join a growing construction business where your work directly supports daily operations and client relationships. We value adaptability and initiative over rigid checklists, and as you prove yourself, there is real room to take on more responsibility and grow with the role.