General Executive Assistant

Location: Remote (Philippines)
Schedule: U.S. Hours (Final schedule to be confirmed)
Salary: PHP 25,000/month (Part-time)

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.