Executive Assistant & Bookkeeper – Custom Home Construction (Remote)

Intelus, LLC; Manila; Hybrid; PHP 391,000 - 502,000; Part time

Job summary

Intelus Agency seeks a part-time Executive Assistant & Bookkeeper to support a Colorado-based home construction client. You will manage financial records, Buildertrend administration, contracts, and project documentation while coordinating with the owner and team.

Work is remote from the Philippines with 20+ hours per week, requiring reliable internet and a responsive, detail-oriented approach to exceed workflow expectations.

Qualifications

• 2–5 years of relevant specialist-level experience in admin/finance.
• Experience with invoicing, budgeting, documentation, and executive support.
• Experience with QuickBooks, Buildertrend, and MS Office.

Responsibilities

• Process subcontractor and vendor invoices, verify line-item billing against historical bids, code and pay approved invoices, and maintain physical and digital receipt records.
• Maintain accurate project budgets and keep financial and project information updated in QuickBooks and Buildertrend, including reviewing budgets with the owner and bookkeeper as needed.
• Draft, organize, and manage contracts, purchase orders, and change orders for trade partners and suppliers.
• Track subcontractor COIs, W-9 forms, and required renewals to support project compliance.
• Assist with sending and managing bids, review subcontractor estimates for accuracy and scope alignment, and follow up on submissions.
• Support procurement by helping place material and finish orders, verifying lead times, recording delivery dates, and tracking logistics against project timelines.
• Provide executive assistance, operations support, website maintenance, documentation, and record keeping while managing multiple priorities.

Skills

English fluency

Attention to detail

Organized

Tools

QuickBooks

Buildertrend

MS Office

Job description

The Opportunity

Intelus Agency is recruiting a part-time Executive Assistant & Bookkeeper to support a custom home construction company based in Colorado. This role works closely with the owner and internal team, with a strong focus on financial maintenance, Buildertrend administration, contract documentation, and construction project support. The position is designed to add capacity to the existing team and improve workflows around financials and Buildertrend. The successful candidate will work day-to-day with the client’s team while Intelus manages placement and ongoing support.

Key Responsibilities

• Process subcontractor and vendor invoices, verify line-item billing against historical bids, code and pay approved invoices, and maintain physical and digital receipt records.
• Maintain accurate project budgets and keep financial and project information updated in QuickBooks and Buildertrend, including reviewing budgets with the owner and bookkeeper as needed.
• Draft, organize, and manage contracts, purchase orders, and change orders for trade partners and suppliers.
• Track subcontractor General Liability and Workers’ Compensation insurance certificates (COIs), W-9 forms, and required renewals to support project compliance.
• Assist with sending and managing bids, becoming familiar with relevant design details, reviewing subcontractor estimates for accuracy and scope alignment, and following up on submissions.
• Support procurement by helping place material and finish orders, verifying lead times, recording delivery dates, and tracking logistics against project timelines.
• Provide executive assistance, operations support, website maintenance, documentation, and record keeping while managing multiple priorities and collaborating daily with internal team members.

Compensation

Competitive monthly compensation based on experience and role scope.

Monthly compensation ranges from ₱35,000 – ₱45,000, depending on experience and role scope. Final compensation is aligned with the candidate’s experience level.

Required Skills

Core Technical Skills Required

• 2–5 years of relevant specialist-level experience, including prior experience in the construction or real estate industry.
• Demonstrated experience with invoicing, billing support, budget tracking, documentation, record keeping, and executive assistance.
• Existing hands‑on experience with QuickBooks, Buildertrend, and Microsoft Office/Microsoft 365.
• Ability to support construction administration involving contracts, purchase orders, change orders, bids, estimates, insurance documentation, W-9s, and procurement activities.
• Ability to maintain accurate financial and project records while managing multiple projects and priorities consistently.

Professional Skills Required

• Native or near-native English fluency, with strong responsiveness and communication when working with the owner and internal team.
• Highly organized and detail-oriented, with an emphasis on accuracy, reliability, confidentiality, and responsible handling of information.

Candidate Fit

• Professionals who are trustworthy, organized, responsive, and comfortable working closely with an owner and internal team.
• Candidates who can learn quickly, take responsibility for their work, and maintain accuracy across financial and construction administration tasks.
• Professionals comfortable managing multiple priorities while maintaining reliable follow-through and communication.

Professional Readiness

Candidates applying for this role should have a reliable home office setup, stable internet connection, and the ability to maintain consistent availability during the required working hours.

This is a part-time position of 20+ hours per week, requiring availability during specified working hours within 8:00 AM–5:00 PM MST. Weekend and evening availability outside regular business hours is not required.

Successful candidates communicate proactively, meet deadlines, and take ownership of responsibilities while working remotely. Candidates must also be willing to pass a background check.

About Our Client

Our client is a construction company based in Colorado specializing in custom-built homes. The team manages detailed construction projects that require close coordination of financials, budgets, contracts, subcontractors, procurement, and project documentation.