Construction Admin VA

VA Masters; Butuan; On-site; PHP 335,000 - 614,000; Full time

Job summary

VA Masters in the Philippines is seeking an organized Executive Assistant to support day-to-day operations of a growing construction business. You will manage calendars, coordinate travel, and keep proposals and schedules organized in the project management system.

The role emphasizes attention to detail, systems thinking, and the ability to refine workflows as the company scales, while handling communications and bookkeeping-related tasks.

Qualifications

• Experience as an executive or administrative assistant.
• Strong calendar and email management skills.
• Familiarity with accounting or bookkeeping software such as Xero or QuickBooks.
• Experience with project management tools.
• Strong organizational skills and attention to detail.
• Reliable, independent worker with strong communication skills.

Responsibilities

• Manage and maintain calendars and coordinate travel.
• Sort incoming emails and route information to the correct place.
• Track proposals, bids, and project opportunities.
• Monitor pay applications and invoices; follow up on payment timelines.
• Enter project data (proposals and SOV) into the project management system.
• Organize project information for month or phase retrieval.
• Maintain a dedicated task calendar and keep daily priorities visible.
• Assist with bookkeeping tasks and reconcile/merge financial records.

Skills

Executive/Administrative Assistant

Calendar management

Email management

Accounting/bookkeeping software (Xero/

Project management tools

Organizational skills

Independent work

Communication skills

Tools

Xero

QuickBooks

Contractor Foreman

Construction management software

Job description

Job Summary: We're keen to find a highly organized and proactive Executive Assistant to support the day-to-day operations of a growing construction business. This role centers on managing calendars, sorting and organizing incoming communications, tracking proposals and bids, and keeping projects structured within our project management system. The right candidate is detail-oriented, systems-minded, and comfortable helping build and refine workflows as the business scales.

Key Responsibilities:

• Manage and maintain calendars, including scheduling and coordinating travel to avoid conflicts

• Sort through incoming emails and route information to the correct place (project system, calendar, etc.)

• Track upcoming proposals, bids, and potential project opportunities

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

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

• Organize 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 up to date

• Assist with bookkeeping tasks, including reconciling and merging financial records

• Support the transition and integration of accounting data between platforms

Mandatory Skills:

• Experience as an executive or administrative assistant

• Strong calendar and email management skills

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

• Experience with project management tools

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

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

• Strong communication skills

Preferred Skills:

• Experience with Contractor Foreman or similar construction management software

• Background supporting construction, contracting, or trades businesses

• Experience 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

• Able to manage multiple projects and priorities at once

Why Join Us:

This is a great 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 grow your responsibilities over time as the company expands. If you're organized, dependable, and excited to grow alongside a business, we'd love to work with you.