Construction Administrative Assistant

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

Job Summary

We're keen to bring on an organized and adaptable Construction Administrative Assistant to support the daily operations of our general contracting business. You'll take care of invoicing and data entry in QuickBooks, run our HubSpot CRM, answer and route calls, and help our team with estimating. The right fit is a confident communicator who picks things up quickly, owns their work, and can represent our company professionally with clients.

Key Responsibilities

• Prepare and send client invoices in QuickBooks and keep billing records accurate and current

• Handle data entry in QuickBooks, making sure client details and transactions are captured correctly

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

• Take incoming calls professionally, screen inquiries, and transfer calls to the right person

• Place outbound calls to clients on the company's behalf for follow-ups and updates

• Capture clear, organized notes during calls and meetings and pass action items to the team

• Assist the estimating process by collecting project details, organizing documents, and helping put together estimates

• Manage client correspondence through the company email account

• Keep client and project records tidy and easy to find

Mandatory Skills

• Track record as an administrative assistant or virtual assistant

• Practical experience with QuickBooks, especially invoicing and data entry

• Working familiarity with HubSpot CRM or a comparable CRM platform

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

• Strong note-taking and organizational abilities

• Adaptable, a fast learner, and eager to understand how the business operates

• Dependable, meticulous, and self-sufficient

• Strong communication skills and a proactive, responsive attitude

Preferred Skills

• Background in construction, general contracting, or remodeling

• Experience in commercial or real estate property management

• Familiarity with construction estimating or reviewing project scopes

• Prior receptionist, call handling, or answering service experience

• Ability to balance multiple tasks and priorities at once

• Interest in growing with the role as responsibilities widen

Why Join Us

You'll be part of a growing construction business where your work directly supports daily operations and client relationships. We prize adaptability and initiative over rigid checklists, and as you prove yourself, there's real room to take on more and grow with the role.