Office Administrative Assistant

vamasters, Inc.; Bayawan; On-site; PHP 335,000 - 502,000; Full time

Job summary

vamasters, Inc. is seeking an organized Construction Administrative Assistant to keep daily operations running smoothly. You will handle invoicing and data entry in QuickBooks, maintain HubSpot CRM, answer and direct calls, and support our estimating process.

You'll communicate clearly in English, learn quickly, and demonstrate professional client interactions. The right candidate will be self-motivated, accurate, and able to work without heavy supervision, with hands-on experience in

Qualifications

• Experience as administrative or virtual assistant.
• Proficient in QuickBooks invoicing and data entry.
• Proficient with HubSpot CRM or similar CRM.
• Excellent spoken and written English with professional phone manners.
• Strong note-taking and organizational skills.
• Flexible, fast learner, and self-motivated.
• Able to work unsupervised.

Responsibilities

• Generate and send client invoices in QuickBooks and keep billing records accurate and up to date
• Enter data in QuickBooks, ensuring client details and transactions are logged correctly
• Keep the HubSpot CRM current, including contacts, deals, and client communication history
• Answer incoming calls professionally, screen inquiries, and route calls to the right person
• Call clients on the company's behalf for follow-ups and updates
• Record clear, organized notes during calls and meetings and circulate action items to the team
• Contribute to the estimating process by compiling project details, organizing documents, and helping draft estimates
• Respond to client correspondence through the company email account
• Keep client and project records orderly and easy to retrieve

Skills

Administrative Assistant

Virtual Assistant

QuickBooks

HubSpot CRM

English proficiency

Note-taking

Self-motivation

Tools

QuickBooks

HubSpot CRM

Job description

Job Summary

We're recruiting an organized and adaptable Construction Administrative Assistant to keep the daily operations of our general contracting business running smoothly. You'll look after invoicing and data entry in QuickBooks, maintain our HubSpot CRM, answer and direct calls, and support our team with estimating. We're looking for a confident communicator who learns fast, takes responsibility for their work, and represents our company professionally with clients.

Key Responsibilities

• Generate and send client invoices in QuickBooks and keep billing records accurate and up to date
• Enter data in QuickBooks, ensuring client details and transactions are logged correctly
• Keep the HubSpot CRM current, including contacts, deals, and client communication history
• Answer incoming calls professionally, screen inquiries, and route calls to the right person
• Call clients on the company's behalf for follow-ups and updates
• Record clear, organized notes during calls and meetings and circulate action items to the team
• Contribute to the estimating process by compiling project details, organizing documents, and helping draft estimates
• Respond to client correspondence through the company email account
• Keep client and project records orderly and easy to retrieve

Mandatory Skills

• Demonstrated experience as an administrative assistant or virtual assistant
• Direct experience with QuickBooks, especially invoicing and data entry
• Working knowledge of HubSpot CRM or a similar CRM platform
• Excellent spoken and written English with a confident, professional phone manner
• Strong note-taking and organizational skills
• Flexible, quick to learn, and interested in understanding how the business runs
• Self-motivated, accurate, and capable of working unsupervised
• Strong communication skills and a proactive, responsive attitude

Preferred Skills

• Hands-on experience in construction, general contracting, or remodeling
• Experience in commercial or real estate property management
• Knowledge of construction estimating or reviewing project scopes
• Earlier receptionist, call handling, or answering service experience
• Ability to manage several tasks and priorities at the same time
• Interest in growing along with the role as responsibilities increase

Why Join Us

You'll join a growing construction business where your work directly supports daily operations and client relationships. We care more about adaptability and initiative than rigid checklists, and as you prove yourself, there's genuine room to take on more responsibility and grow with the role.