Construction Admin: Invoicing, CRM & Estimating

vamasters, Inc.; Lapu-Lapu; On-site; PHP 240,000 - 360,000; Full time

Job summary

vamasters, Inc. is seeking an organized Construction Administrative Assistant to support the daily operations of a general contracting business in the Philippines. You will manage invoicing, data entry, and CRM duties while representing the company professionally with clients.

You will handle QuickBooks invoicing and data entry, maintain the HubSpot CRM, and excel in client communication. The role also supports estimating and requires dependable note-taking and meticulous records management.

Qualifications

• Prior administrative or virtual assistant experience.
• Hands-on experience with QuickBooks invoicing and data entry.
• Familiarity with HubSpot or similar CRM.
• Excellent spoken and written English with professional phone manner.
• Strong note-taking and organizational abilities.
• Adaptable, fast learner, and proactive.
• Dependable, meticulous, and self-sufficient.
• Clear communication and client-facing skills.

Responsibilities

• Prepare and send client invoices in QuickBooks and keep billing records accurate and current.
• Handle data entry in QuickBooks, ensuring client details and transactions are captured correctly.
• Maintain and update the HubSpot CRM, including contacts, deals, and client history.
• Take incoming calls professionally, screen inquiries, and transfer calls to the right person.
• Place outbound calls to clients for follow-ups and updates.
• Capture clear notes during calls and meetings and pass action items to the team.
• Assist estimating by collecting project details and organizing documents.
• Manage client correspondence through the company email.
• Keep client and project records tidy and easy to find.

Skills

Admin experience

QuickBooks invoicing

HubSpot CRM

Professional English

Note-taking

Organizational skills

Fast learner

Dependable

Proactive communicator

Tools

QuickBooks

HubSpot CRM

Job description

vamasters, Inc. is seeking an organized Construction Administrative Assistant to support the daily operations of a general contracting business in the Philippines. You will manage invoicing, data entry, and CRM duties while representing the company professionally with clients.

You will handle QuickBooks invoicing and data entry, maintain the HubSpot CRM, and excel in client communication. The role also supports estimating and requires dependable note-taking and meticulous records management.