Estimating & Project Coordination Specialist (Remote)

SmartScale360 Careers; Metro Manila; Remote; PHP 525,000 - 1,050,000; Part time

Job summary

SmartScale360 is hiring an experienced Estimating & Project Coordination Specialist to support a U.S.-based construction business. You will assist with estimating, project coordination, bookkeeping data entry, and customer follow-ups while handling daily administrative operations.

The role requires hands-on experience with Xactimate, Xcelerate, and QuickBooks, strong English communication, and the ability to manage multiple projects remotely for U.S. clients.

Qualifications

• Background in U.S. construction, home improvement, remodeling, or property restoration
• Hands-on experience with Xactimate, Xcelerate, and QuickBooks
• Experience as Construction Virtual Assistant or similar
• Excellent written and verbal English communication skills
• Proactive, organized, and able to manage multiple projects remotely

Responsibilities

• Support construction estimating and quote preparation using Xactimate
• Manage project information in Xcelerate including job records and workflow tracking
• Perform bookkeeping data entry in QuickBooks (invoices, expenses, receipts)
• Follow up with customers and leads regarding estimates and quotes
• Coordinate with contractors, project managers, and internal teams
• Maintain accurate CRM records and follow-up schedules
• Assist with appointment scheduling for consultations and estimates
• Organize construction documentation, spreadsheets, and project trackers
• Support day-to-day operations and meet deadlines

Skills

Fluent English communication

Strong organizational skills

Time management

Multitasking

Remote work adaptability

Proactive and resourceful

Tools

Xactimate

Xcelerate

QuickBooks

Excel

Google Sheets

CRM platforms

Job description

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

About the Role

SmartScale360 is hiring an experienced Estimating & Project Coordination Specialist 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.