General Executive Assistant - Construction & Home Improvement (Remote)

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 – Construction & Home Improvement (Remote) 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.