Executive Operations Assistant (Construction/General Contracting)

Are you a sharp, detail-obsessed professional with a background in construction, architecture, or engineering? Do you thrive in fast-paced environments where your technical skills and administrative speed directly impact business growth?

We are looking for a top-tier virtual operator in the Philippines to partner directly with a busy US-based General Contractor executive. This is a dynamic role acting as the nerve center of our operations—combining project coordination, blueprint analysis, and financial tracking.

YOUR CORE RESPONSIBILITIES

Project Estimation & Blueprint Analysis
Blueprint & Plan Reading: Review and interpret construction blueprints, architectural plans, and project specifications to assist the executive with accurate project scopes.
Estimation & CAD Support: Assist in generating job estimates and performing basic material takeoffs using estimating software or CAD tools.
Proactive Follow-ups: Maintain an organized, aggressive follow-up pipeline for submitted estimates to help close deals.

Financial Oversight & QuickBooks Management
QuickBooks Tracking: Maintain immaculate, up-to-date records of all transactions, expenses, and job costing.
Deposit & Payment Monitoring: Track client deposits against requests, monitor subcontractor/vendor invoices, and ensure the books are always perfectly balanced.
Discrepancy Auditing: Proactively spot and resolve any financial discrepancies between estimates and actual vendor invoices.

Operations & Client Relations
Digital File Management: Maintain a flawless, hyper-organized Google Drive containing all invoices, estimates, blueprints, and permits.
Compliance Tracking: Monitor and update subcontractor insurance documentation to ensure zero lapses in coverage.
Front-Facing Communication: Act as a professional, solutions-oriented point of contact for clients and vendors via email and text.

REQUIREMENTS
Technical Background: Proven ability to read and interpret construction blueprints/plans. Background in Civil Engineering, Architecture, Construction Management, or a related field is highly preferred.
Software Proficiency: * Functional understanding of QuickBooks (invoicing, expense tracking, job costing).
Familiarity with CAD or construction estimating software.
Experience: 2+ years of experience in administrative operations, virtual assistance, or project coordination (Construction industry experience is a massive plus).
Communication Skills: Flawless verbal and written English. You must be comfortable interacting professionally with US-based clients and vendors.
Operational Speed: Ability to handle shifting priorities from an executive working live out in the field.
Availability: 20 hours per week (overlapping with US business hours).

COMPENSATION & BENEFITS
Compensation: $7–$10 per hour (Based on experience, technical skill level, and trial performance).
Reliable Payments: Weekly payments processed via Wise (low fees, fast conversion to PHP).
Growth Potential: You will work directly with a high-growth executive. For a high-performer, this role has the potential to scale into a full-time position with increased compensation.

HOW TO APPLY
We value attention to detail above all else. Automated or careless applications will be immediately discarded.
Subject Line: Send an email with the subject: [Executive Operations Assistant - Your Full Name]
The Application: Include your resume and a brief paragraph explaining your experience with blueprint reading and QuickBooks.
Video Introduction: Include a link (via Loom, Google Drive, or YouTube) to a 60–90 second introductory video. Briefly outline your background in the construction/engineering space and why you are the perfect fit for this fast-paced role.