RemoteRemote role based in the Philippines; must be available during U.S. business hours.
Administrative & Executive AssistanceAdministrative Support
About the job
Requirements
Previous experience as an Executive Assistant, Virtual Assistant, Construction Administrative Assistant, Construction Coordinator, Estimating Assistant, or Operations Assistant.
Experience using Xcelerate and Xactimate for construction-related workflows, project management, or estimating support.
Experience using QuickBooks for bookkeeping data entry, invoices, expenses, and financial recordkeeping.
Familiarity with construction estimates, project quotes, job costing, work orders, and contractor workflows.
Experience with lead follow-ups, customer outreach, appointment scheduling, and CRM management.
Understanding of construction project documentation, customer communication, and administrative coordination.
Strong proficiency in Microsoft Excel, Google Sheets, and other productivity tools.
Excellent written and verbal English communication skills.
Strong organizational, multitasking, and time-management abilities.
Excellent attention to detail, particularly when handling estimates, invoices, and project records.
Able to work independently in a remote environment and manage multiple priorities.
Must be available to work based on client operational needs and flexible to work U.S. business hours.
Must have a computer with an Intel i5 processor or equivalent and at least 8 GB of RAM, a stable 100 Mbps internet connection, a secondary internet connection, reliable power, and a quiet professional work environment suitable for customer communication.
Responsibilities
Perform bookkeeping data entry using QuickBooks, recording financial transactions, expenses, and invoices accurately.
Maintain organized financial records, including receipts, payments, invoices, and project-related expenses.
Assist with construction estimates and quotes using Xactimate or other estimating software.
Update and manage project information in Xcelerate, including customer records, job details, and workflow updates.
Follow up with leads and potential customers regarding inquiries, estimates, quotes, and pending projects.
Conduct outbound outreach to engage prospective customers and support lead generation efforts.
Prepare, send, and track customer quotes and estimates, ensuring timely follow-ups.
Coordinate with contractors, project managers, and internal teams regarding customer requests, project updates, and administrative requirements.
Maintain accurate CRM records, customer information, job statuses, and follow-up activities.
Assist with scheduling and coordinating appointments, consultations, and project-related communications.
Maintain organized spreadsheets, trackers, reports, and project documentation.
Support day-to-day administrative operations and ensure tasks, customer requests, and follow-ups are completed on time.
Desired Qualifications
Experience supporting U.S.-based construction, home improvement, remodeling, renovation, roofing, or restoration businesses.
Location: Remote (Philippines) Schedule: U.S. Hours (Final schedule to be confirmed) Salary:PHP 25,000/month (Part-time) Benefits: 10 Days PTO | Annual Appraisal | Healthcare Benefits | Career Growth Opportunities
About the Role
SmartScale360 is hiring an organized and proactive General Executive Assistant to support a U.S.-based construction and home improvement business with bookkeeping data entry, customer follow-ups, lead management, project estimates, and administrative operations.
This role is ideal for a detail-oriented professional with experience supporting U.S. construction companies, home improvement contractors, remodeling businesses, or restoration companies.
The ideal candidate is comfortable using QuickBooks, Xcelerate, and Xactimate, managing customer inquiries, preparing and tracking estimates, and coordinating with internal teams to keep daily operations organized and efficient.
What You'll Do
Perform bookkeeping data entry using QuickBooks, ensuring financial transactions, expenses, and invoices are recorded accurately
Maintain organized financial records, including receipts, payments, invoices, and project-related expenses
Assist with construction estimates and quotes using Xactimate or other estimating software
Update and manage project information in Xcelerate, including customer records, job details, and workflow updates
Follow up with leads and potential customers regarding inquiries, estimates, quotes, and pending projects
Conduct outbound outreach to engage prospective customers and support lead generation efforts
Prepare, send, and track customer quotes and estimates, ensuring timely follow-ups
Coordinate with contractors, project managers, and internal teams regarding customer requests, project updates, and administrative requirements
Maintain accurate CRM records, customer information, job statuses, and follow-up activities
Assist with scheduling and coordinating appointments, consultations, and project-related communications
Maintain organized spreadsheets, trackers, reports, and project documentation
Support day-to-day administrative operations and ensure tasks, customer requests, and follow-ups are completed on time
What We're Looking For
Previous experience as an Executive Assistant, Virtual Assistant, Construction Administrative Assistant, Construction Coordinator, Estimating Assistant, or Operations Assistant
Experience using Xcelerate and Xactimate for construction-related workflows, project management, or estimating support
Experience using QuickBooks for bookkeeping data entry, invoices, expenses, and financial recordkeeping
Preferred experience supporting U.S.-based construction, home improvement, remodeling, renovation, roofing, or restoration businesses
Familiarity with construction estimates, project quotes, job costing, work orders, and contractor workflows
Experience with lead follow-ups, customer outreach, appointment scheduling, and CRM management
Understanding of construction project documentation, customer communication, and administrative coordination
Strong proficiency in Microsoft Excel, Google Sheets, and other productivity tools
Excellent written and verbal English communication skills
Strong organizational, multitasking, and time-management abilities
Excellent attention to detail, particularly when handling estimates, invoices, and project records
Proactive, dependable, and comfortable working independently in a remote environment
Able to learn new systems quickly and manage multiple priorities efficiently
Tools You'll Use
Construction Estimating: Xactimate – Construction estimates, project scopes, and quote preparation
Construction & Restoration Management: Xcelerate – Job tracking, project documentation, and workflow coordination
Accounting/Bookkeeping: QuickBooks – Data entry, invoices, expenses, and financial records
CRM & Lead Management: Customer databases, lead tracking systems, and follow-up tools
Productivity: Microsoft Excel, Google Sheets, Google Workspace, Microsoft Office
Communication: Email, phone, and customer communication platforms
Project Management: Asana, Trello, ClickUp, or similar tools
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: To be confirmed by the client
Availability: Must be available to work 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?
Permanent remote work
Competitive salary
Healthcare benefits
Annual performance appraisal
Career growth opportunities
Training and professional development
Opportunity to work with established U.S.-based businesses
Supportive and collaborative remote team
Apply Today!
Are you an experienced Executive Assistant or Virtual Assistant with a background in U.S. construction, home improvement, remodeling, or restoration operations?
If you're familiar with QuickBooks, Xcelerate, Xactimate, construction estimating, customer follow-ups, and project coordination, we'd love to hear from you.
Apply today and take the next step in your career with SmartScale360!
Note: To help streamline the hiring process, applicants are encouraged to secure an NBI Clearance early to avoid delays during client matching.