Executive Assistant – Construction Bookkeeping & Operations

About the Role

We are looking for a full-time Executive Assistant based in the Philippines to help manage the day-to-day administrative, bookkeeping, and operations support for a growing commercial landscape and construction company.

This role is long-term and stable. The main focus is our commercial landscape company, but you will also support a small number of related businesses and rental properties.

This is a great role for someone who:

Has construction or contracting experience

Is extremely organized and detail-oriented

Enjoys building and maintaining systems

Can manage multiple priorities without constant supervision

Primary Responsibilities
Bookkeeping & Pay Applications

Prepare and submit construction pay applications

File and organize pay apps and backup documentation

Enter invoices, pay apps, and payments into accounting software

Reconcile books and ensure accounts are accurate by the 15th of every month

Maintain clean financial records

Construction Operations Support

Organize bids and proposals for follow-up

Ensure estimators have drawings, specs, and required information

Track and manage change orders

Organize permits and compliance documents

Collect, label, and store material quotes and vendor pricing

Maintain a clean and easy-to-navigate Google Drive

Executive & Cross-Company Support

Provide administrative support directly to the owner

Assist with light bookkeeping and organization for:

Two rental properties

Additional operating companies

Handle other operational or administrative tasks as needed

Required Qualifications

Experience working with a construction or contracting company

Familiarity with construction pay applications

Bookkeeping or accounting experience

Strong English written and verbal communication

Excellent organization and attention to detail

Comfortable working independently

Proficient with Google Workspace (Drive, Sheets, Docs)

Preferred Qualifications

Experience with Autodesk Build

Construction estimating or project support experience

Experience supporting multiple businesses

Long-term mindset (we are not looking for short-term freelancers)

Work Expectations

40 hours per week

Reliable internet and quiet workspace

Consistent availability during agreed work hours

Proactive communication and updates

Compensation

Competitive salary based on experience

Paid monthly

Long-term opportunity with growth