Executive Assistant w/ Construction Experience

A+ Virtual Pro Solutions; Metro Manila; On-site; PHP 480,000 - 720,000; Full time

Job summary

A+ Virtual Pro Solutions is seeking an Executive Assistant to support a US-based residential construction owner. You will manage schedules, communications, and project tracking across design, permitting, and construction phases.

The ideal candidate is highly organized, proactive, and comfortable coordinating homeowners, architects, engineers, and vendors to keep every project moving on time and in the right order. Construction experience preferred.

Qualifications

• Proven experience as an Executive Assistant, Virtual Assistant, or project coordinator.
• Experience in construction, home improvement, or related trades.
• Understanding of construction project phases, permits, inspections, and payments.
• Experience coordinating contractors, vendors, or subcontractors until work is confirmed.
• Strong written and verbal English; able to handle calls/texts with homeowners/trade partners.

Responsibilities

• Respond to inquiries by phone, text, email, or web form and log each lead.
• Schedule consultations and site visits; send estimates, proposals, contracts, and invoices.
• Track signatures, payments, and milestones; send payment reminders.
• Follow up with prospects using nurture emails and check-ins.
• Track projects through design, permitting, construction; keep timelines current.
• Set due dates for tasks and send reminders to architects/engineers/contractors/vendors.
• Coordinate trades such as plumbing, electrical, framing, roofing, insulation, drywall, and septic.
• Track plan submissions, plan check costs, review periods, corrections, and inspection requests.
• Provide regular progress updates to homeowners and respond to questions.
• Maintain the company’s project management and automation platform; manage tasks and documents.
• Track change requests, revision approvals, and homeowner responses deadlines.
• Prepare weekly status reports for the owner showing progress and overdue tasks.
• Manage the owner’s calendar, inbox, travel, and documents as needed.

Skills

Executive Assistant

Virtual Assistant

Project coordinator

English communication

Strong organization

Independence

Tools

CRM

Project management tools

Workflow automation

Job description

A+ Virtual Pro Solutions is hiring an Executive Assistant to support the owner of a US-based residential construction company. The company handles new residential construction, additions, remodels, garage conversions, and repair and renovation work, with plumbing, electrical, framing, roofing, and finish trades involved across each project.

The ideal candidate is highly organized, proactive, and comfortable keeping many people on schedule at once. You will be the person who keeps every project moving: following up with homeowners, architects, engineers, permit offices, contractors, and vendors so that each step happens on time and in the right order. Experience in construction or the building trades is strongly preferred, since you will need to understand how project phases, permits, inspections, and payments fit together.

What you will do

• Respond to new inquiries by phone, text, email, and web form, log each lead, and follow up so no inquiry is missed.

• Schedule consultations and site visits for the owner, and send estimates, proposals, contracts, and invoices for approval.

• Track signatures, payments, and milestone payments, and send friendly payment reminders to homeowners.

• Follow up with prospects who are not ready to move forward, using nurture emails and check-in messages.

• Track each project through its stages, from design and plans to permitting and construction, and keep timelines current.

• Set due dates for every assigned task and send reminders to architects, engineers, plan expediters, contractors, and vendors ahead of and on the due date.

• Coordinate trade partners such as plumbing, electrical, framing, roofing, insulation, drywall, fire sprinkler, and soils or septic providers, and confirm their schedules.

• Track plan submissions, plan check costs, review periods, corrections, and inspection requests with local city and county permit offices.

• Keep homeowners informed with regular progress updates, and respond to their questions about schedule, payments, and documents.

• Maintain the company’s project management and automation platform, including task assignments, reminders, and document records.

• Track change requests, revision approvals, and deadlines for homeowner responses.

• Prepare weekly status reports for the owner showing project progress, overdue tasks, and upcoming payments.

• Manage the owner’s calendar, inbox, travel, and documents as needed.

What we are looking for

• Proven experience as an Executive Assistant, Virtual Assistant, or project coordinator.

• Experience in construction, home improvement, or related trades, including plumbing, electrical, repairs, remodels, or renovations.

• Working knowledge of construction project phases and terms, and how timelines, permits, inspections, and payments connect.

• Experience coordinating contractors, vendors, or subcontractors and following up until work is confirmed.

• Strong written and verbal English, with confidence handling calls and texts with homeowners and trade partners.

• Excellent organization, follow-through, and time management, with the ability to hold others to deadlines politely and firmly.

• Experience with CRM, project management, or workflow automation tools.

• Ability to work independently with minimal supervision.

• Reliable computer setup, stable high-speed internet connection, and a quiet workspace.

Preferred experience

• Experience with construction contracts, estimates, change orders, or milestone billing.

• Familiarity with building permits, plan check, and inspection processes.

• Experience supporting a contractor, builder, or home services business.

• Experience building or managing automated reminders and workflows.