Construction Virtual Assistant (Xactimate & Xcelerate)

SmartScale360 Careers; Metro Manila; Remote; PHP 521,000 - 1,042,000; Part time

Job summary

SmartScale360 is hiring an experienced Construction & Restoration Administrative Coordinator to support a U.S.-based business with construction estimating, project coordination, bookkeeping data entry, customer follow-ups, and daily administrative operations.

The ideal candidate understands U.S. construction workflows and has hands-on experience with Xactimate, Xcelerate, and QuickBooks, is highly organized, and can independently manage tasks while supporting project and customer operations.

Qualifications

• Experience as a Construction Virtual Assistant or similar role.
• Background in U.S. construction, home improvement, remodeling, or restoration.
• Hands-on experience with Xactimate, Xcelerate, and QuickBooks.
• Excellent English communication and strong organization.

Responsibilities

• Support construction estimating and quote preparation using Xactimate.
• Manage project information in Xcelerate and track customer details.
• Perform bookkeeping data entry in QuickBooks.
• Follow up with customers and leads regarding estimates and quotes.
• Coordinate with contractors and internal teams on job updates.
• Maintain accurate CRM records and assist with appointment scheduling.

Skills

Construction VA

Project coordination

Administrative tasks

Customer follow-ups

Microsoft Excel

Google Sheets

Organization

Tools

Xactimate

Xcelerate

QuickBooks

Microsoft Excel

Google Sheets

CRM platforms

Job description

Schedule: U.S. Hours (Final schedule to be confirmed)

About the Role

SmartScale360 is hiring an experienced Construction & Restoration Administrative Coordinator to support a U.S.-based business with construction estimating, project coordination, bookkeeping data entry, customer follow-ups, and daily administrative operations.

We're looking for someone with a background in U.S. construction, home improvement, remodeling, or property restoration who understands contractor workflows, project documentation, estimates, and customer coordination.

The ideal candidate has hands-on experience with Xactimate, Xcelerate, and QuickBooks, is highly organized, and can independently manage administrative tasks while supporting project and customer operations.

What You'll Do

• Support construction estimating and quote preparation using Xactimate, including organizing project scopes, estimates, and related documentation
• Manage project information in Xcelerate, including job records, project updates, customer details, and workflow tracking
• Perform bookkeeping data entry in QuickBooks, recording invoices, expenses, receipts, and financial transactions
• Follow up with customers and leads regarding estimates, project inquiries, pending quotes, and next steps
• Conduct outbound outreach to prospective customers and support lead generation activities
• Prepare, send, and track estimates and quotes, ensuring timely follow-ups
• Coordinate with contractors, project managers, and internal teams regarding job updates, customer requests, and project documentation
• Maintain accurate CRM records, customer information, job statuses, and follow-up schedules
• Assist with appointment scheduling for consultations, estimates, and project-related activities
• Organize construction documentation, spreadsheets, project trackers, and administrative records
• Support day-to-day business operations and ensure deadlines, follow-ups, and assigned tasks are completed efficiently

What We're Looking For

• Previous experience as a Construction Virtual Assistant, Restoration Coordinator, Construction Administrative Assistant, Estimating Assistant, Project Coordinator, or similar role
• Experience with Xactimate and Xcelerate, preferably supporting U.S. construction or restoration businesses
• Hands‑on QuickBooks experience for bookkeeping data entry, invoicing, and expense tracking
• Preferred experience working with U.S.-based construction, home improvement, renovation, remodeling, roofing, or restoration companies
• Familiarity with construction estimating, project scopes, job costing, work orders, and contractor operations
• Experience managing customer inquiries, lead follow‑ups, outbound outreach, and appointment scheduling
• Understanding of construction project workflows, documentation, and customer coordination
• Proficiency in Microsoft Excel, Google Sheets, and other administrative tools
• Excellent written and verbal English communication skills
• Strong organizational skills, attention to detail, and time management
• Proactive, resourceful, and able to manage multiple projects and priorities independently
• Comfortable working remotely with U.S.-based teams and clients

Tools You'll Use

• Construction Estimating: Xactimate – Estimates, project scopes, and quote preparation
• Restoration & Project Management: Xcelerate – Job tracking, customer records, and workflow coordination
• Accounting & Bookkeeping: QuickBooks – Financial data entry, invoices, and expense tracking
• CRM & Lead Management: Customer records, lead tracking, and follow-up management platforms
• Productivity: Microsoft Excel, Google Sheets, Google Workspace, Microsoft Office
• Communication: Phone, email, and customer communication tools
• Project Management: Construction management systems and task tracking platforms

Work-From-Home Requirements

• Laptop/PC: Intel i5 (or equivalent) with at least 8GB RAM
• Internet: Stable 100 Mbps connection
• Backup: Secondary internet connection and reliable power source
• Work Environment: Professional, quiet, and suitable for customer communication

Schedule

• Work Schedule: Part-time; final schedule to be confirmed by the client
• Availability: Must be available based on client operational needs
• Shift: Must be flexible to work U.S. business hours

Please ensure you have an open and flexible schedule until your final work hours are confirmed.

Why Join SmartScale360?

• Competitive compensation
• Training and professional development
• Opportunity to work with established U.S.-based businesses
• Supportive and collaborative remote team

Note: To help streamline the hiring process, applicants are encouraged to secure an NBI Clearance early to avoid delays during client matching.