Construction Admin VA

VA Masters; Malolos; On-site; PHP 391,000 - 614,000; Full time

Job summary

VA Masters is seeking an organized Executive Assistant to support daily operations for a growing construction business. The role focuses on calendar and email management, tracking proposals and bids, and structuring projects within the PM system.

The ideal candidate is detail-oriented, systems-minded, and capable of helping build scalable workflows as the business grows. Experience with accounting software and project management tools is essential.

Qualifications

• Experience as an executive or administrative assistant.
• Strong calendar and email management skills.
• Familiarity with Xero and/or QuickBooks.
• Experience with project management tools.
• Excellent organizational skills and attention to detail.
• Reliable, precise, and able to work independently.
• Strong communication skills.

Responsibilities

• Manage calendars, coordinate travel, and prevent conflicts.
• Sort emails and route information to project system or calendar.
• Track proposals, bids, and project opportunities.
• Monitor pay applications and invoices; send payment reminders.
• Enter and manage data like proposals and SOV in the PM system.
• Organize project information by month or phase.
• Maintain a dedicated task calendar and daily priorities.
• Support bookkeeping tasks and reconcile financial records.
• Assist with accounting data migration between platforms.

Skills

Calendar management

Email management

Communication

Organizational skills

Independent work

Attention to detail

Project management tools

Tools

Xero

QuickBooks

Contractor Foreman

Job description

Job Summary:

We're delighted to be adding a highly organized and proactive Executive Assistant to back the daily operations of a growing construction business. The post turns on looking after 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:

• Look after and keep calendars, scheduling and coordinating travel so conflicts don't arise
• 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
• Keep a dedicated task calendar and hold 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:

• Record as an executive or administrative assistant
• Strong calendar and email management skills
• Familiarity with accounting/bookkeeping software (Xero and/or QuickBooks)
• Time spent with project management tools
• Strong organizational skills with the capacity to structure and track information
• Dependable, precise, and able to work solo
• Strong communication skills

Preferred Skills:

• Time spent with Contractor Foreman or similar construction management software
• Footing in backing construction, contracting, or trades businesses
• 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 going 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 find 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.