Bookkeeping & Admin VA

VA Masters; San Pedro; On-site; PHP 350,000 - 520,000; Full time

Job summary

VA Masters is seeking an organized Executive Assistant to support daily operations for a growing construction business in Laguna, Philippines. You will manage calendars, route emails, track proposals, and assist with financial data across platforms to help the company scale efficiently.

The role emphasizes attention to detail, systems thinking, and proactive workflow improvement, with opportunities to broaden responsibilities as the business grows.

Qualifications

• Experience as an executive or administrative assistant.
• Strong calendar and email management skills.
• Familiarity with Xero and/or QuickBooks.
• Practical work with project management tools.
• Excellent organizational and communication abilities.

Responsibilities

• Administer and maintain calendars, scheduling and coordinating travel.
• Sort through incoming emails and route information where it belongs.
• Track upcoming proposals, bids, and project opportunities.
• Watch pay applications and invoices; send reminders on payment timelines.
• Enter key project data (proposals and SOV) into the project management system.
• Arrange and structure project information by month or phase.
• Maintain a dedicated task calendar and keep daily priorities visible.
• Assist with bookkeeping tasks and reconcile financial records.
• Support transition and integration of accounting data between platforms.

Skills

Executive assistant

Calendar management

Email management

Project management tools

Attention to detail

Strong communication

Self-sufficient

Tools

Xero

QuickBooks

Job description

Job Summary

We're thrilled to be taking on a highly organized and proactive Executive Assistant to back the daily operations of a growing construction business. The post turns on administering calendars, sorting and arranging incoming communications, tracking proposals and bids, and keeping projects structured inside our project management system. The right person is detail-oriented, systems-minded, and at ease helping build and sharpen workflows as the business scales.

Key Responsibilities

• Administer and maintain calendars, scheduling and coordinating travel to head off conflicts

• Sort through incoming emails and route information where it belongs (project system, calendar, etc.)

• Track upcoming proposals, bids, and potential project opportunities

• Watch pay applications and invoices, sending reminders on payment timelines (e.g., net 30 follow-ups)

• Key project data such as proposals and schedules of values (SOV) into the project management system

• Arrange and structure project information so completed work can be pulled by month or phase

• Maintain a dedicated task calendar and keep daily priorities visible and current

• Pitch in on bookkeeping tasks, reconciling and merging financial records included

• Back the transition and integration of accounting data between platforms

Mandatory Skills

• Track record as an executive or administrative assistant

• Strong calendar and email management skills

• Familiarity with accounting/bookkeeping software (Xero and/or QuickBooks)

• Practical work with project management tools

• Strong organizational skills with the capacity to structure and track information

• Dependable, precise, and self-sufficient at work

• Strong communication skills

Preferred Skills

• Practical work with Contractor Foreman or similar construction management software

• Footing in backing construction, contracting, or trades businesses

• Track record with accounting migrations or merging data between platforms (e.g., QuickBooks to Xero)

• Familiarity with construction workflows such as proposals, bid packages, change orders, and SOVs

• Capacity to keep several projects and priorities afoot at once

Why Join Us

This is a strong chance to become a key partner in a fast-growing business, working closely with the owner to build systems and processes from the ground up. You'll enjoy schedule flexibility and the chance to widen your responsibilities over time as the company grows. If you're organized, dependable, and keen to grow alongside a business, we'd love to work with you.