Magic

On-demand virtual assistant services for businesses

Construction Operations & Estimating Coordinator

Project ManagementConfirmed live in the last 24 hours

ContractTaguig, Metro Manila, Philippines$7 /hr

About the Job

Requirements

Experience in the construction industry, such as construction administration, estimating, or project coordination.
Experience using construction or project management software such as Contractor Foreman, Procore, or Buildertrend.
Experience preparing estimates, ideally with Xactimate or similar estimating software.
Ability to use Revit or AutoCAD at a basic level.
Strong written English for client and supplier correspondence.
A computer with at least 8 GB RAM and an Intel i5 or AMD Ryzen 5 processor or better.
Internet speed of at least 40 Mbps.
A headset with an extended noise-canceling microphone and a webcam.
A backup computer and internet connection.
A quiet, dedicated workspace at home.
A reliable internet connection.

Responsibilities

Manage Contractor Foreman daily, including job scheduling and status updates.
Coordinate with clients and suppliers on timing, materials, and job details.
Keep jobs, schedules, and records current and accurate.
Create and maintain estimate templates.
Enter customer information into estimates.
Prepare, export, and send estimates, pulling data from Xactimate as needed.
Check estimates for accuracy before they are sent.
Organize job photos in CompanyCam.
Link CompanyCam photos and records to the matching jobs in Contractor Foreman.
Handle email and written communication with clients and suppliers.
Keep messages clear, professional, and well documented.
Communicate via Gmail, WhatsApp, and Google Meet.
Export documents, update the CRM, take meeting notes, and track tasks.
Provide basic support using Revit or AutoCAD, such as viewing, measuring, and exporting drawings.
Work with QuickBooks and Google Workspace as needed.
Work 40 hours per week, from 8:00 AM to 5:00 PM US time.

Desired Qualifications

Experience preparing estimates with Xactimate or similar estimating software.
Contractor Foreman, Xactimate, CompanyCam, and QuickBooks experience.
Revit or AutoCAD basics for reading plans and handling drawing files.
Google Workspace, including Gmail, Docs, Sheets, and Drive, and CRM update experience.
Building and maintaining estimate templates.
Communicating via WhatsApp and Google Meet.
Strong organization and attention to detail, especially with numbers and dates.
Calm and polite communication with upset tenants.
Clear, professional communication on calls and in error-free emails and notices.
Following up without reminders.
Prioritizing when several urgent requests arrive at once.
Good judgment about when to escalate rather than make a decision independently.
Responsible handling of confidential tenant and financial information.
Ability to learn new systems quickly.

About the Client

Our client is a US-based, full-service construction firm serving residential, commercial, and institutional clients. They pride themselves on dependable craftsmanship, clear communication, and long-term client relationships. As they grow, they’re looking for a detail-oriented coordinator to keep jobs, estimates, and documentation running smoothly behind the scenes.

Why does this role exist?

The client needs dependable day-to-day support to keep construction jobs organized, estimates moving, and communication with clients and suppliers clear and timely. This role exists to take over the daily admin around job scheduling, estimating, and documentation, so the team can stay focused on building. You’ll be the organized, reliable hub that keeps projects, paperwork, and people connected.

Job & Foreman Management

Manage Contractor Foreman daily, including job scheduling and status updates
Coordinate with clients and suppliers on timing, materials, and job details
Keep jobs, schedules, and records current and accurate

Estimating

Create and maintain estimate templates
Enter customer information into estimates
Prepare, export, and send estimates, pulling data from Xactimate as needed
Check estimates for accuracy before they go out

Job Documentation

Organize job photos in CompanyCam
Link CompanyCam photos and records to the matching jobs in Contractor Foreman

Client & Supplier Correspondence

Handle email and written communication with clients and suppliers
Keep messages clear, professional, and well documented
Communicate via Gmail, WhatsApp, and Google Meet

Administrative & Drawing Support

Export documents, update the CRM, take meeting notes, and track tasks
Provide basic support using Revit or AutoCAD (such as viewing, measuring, and exporting drawings)
Work with QuickBooks and Google Workspace as needed

Required

Experience in the construction industry (non-negotiable), such as construction admin, estimating, or project coordination
Experience using construction or project management software (Contractor Foreman, or similar tools like Procore or Buildertrend)
Experience preparing estimates, ideally with Xactimate or similar estimating software
Ability to use Revit or AutoCAD at a basic level
Strong written English for client and supplier correspondence

Your superpowers are...

Technical
- Contractor Foreman, Xactimate, CompanyCam, and QuickBooks
- Revit or AutoCAD basics for reading plans and handling drawing files
- Google Workspace (Gmail, Docs, Sheets, Drive) and CRM updates
- Building and maintaining estimate templates
- Communicating via WhatsApp and Google Meet
Soft skills
- Very organized and detail-oriented, especially with numbers and dates
- Calm and polite with upset tenants
- Clear, professional communication on calls and in clean, error-free emails and notices
- Following up without being reminded
- Prioritizing when several urgent requests arrive at once
- Good judgment about when to escalate instead of making the call on your own
- Handling confidential tenant and financial information responsibly
- Learning new systems quickly

WFH Set-Up:

Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

You should apply if...

You know the construction industry and enjoy the behind-the-scenes work that keeps jobs on track
You take pride in accurate, clean estimates and well-organized files
You follow up without being reminded and don’t let details slip
You communicate clearly and professionally with clients and suppliers
You’re comfortable learning new software and adapting to how a team works
You want to grow with a client who values long-term relationships

What to expect...

Work Setup:

Remote position
Must have a reliable internet connection and a quiet workspace
Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

40 hours per week
8:00 AM to 5:00 PM US Time

Compensation:

$7 per hour
No benefits package included

About the Company

Magic

On-demand virtual assistant services for businesses

Magic delivers on-demand virtual assistant services tailored to businesses. It operates on a subscription model where clients pay for the hours worked by virtual assistants, with 24/7 support and custom solutions designed to streamline operations and boost productivity. The service works by clients subscribing to a plan, assigning tasks to VAs who handle the workload within agreed hours, and incurring additional charges for specialized tasks or services. A referral program rewards clients with cash or service credits for successful introductions. Compared to competitors, Magic emphasizes continuous availability, customized task handling for different business needs, and a straightforward hourly-based pricing structure that scales from startups to large enterprises. The overarching goal is to help clients run operations more smoothly and efficiently while building long-term relationships through ongoing subscriptions and referrals.

Company size: 1,001-5,000
Company stage: Series A
Total funding: $39.1M
Headquarters: San Francisco, CA
Founded: 2015

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