Administrative Virtual Assistant

Job Summary: We're on the hunt for an organized and adaptable Construction Administrative Assistant to support the daily operations of our general contracting business. You will handle invoicing and data entry in QuickBooks, manage our HubSpot CRM, answer and route calls, and assist our team with estimating. The ideal candidate is a confident communicator who learns quickly, takes ownership of their work, and can represent our company professionally with clients. Key Responsibilities: Create and send client invoices in QuickBooks and keep billing records accurate and up to date

• Perform data entry in QuickBooks, making sure client details and transactions are recorded correctly
• Manage and update the HubSpot CRM, including contacts, deals, and client communication history
• Answer incoming calls professionally, screen inquiries, and forward calls to the right person
• Make outbound calls to clients on behalf of the company for follow-ups and updates
• Take clear, organized

note

• s during calls and meetings and share action items with the team
• Support the estimating process by gathering project details, organizing documents, and helping prepare estimates
• Handle client correspondence through the company email account
• Keep client and project records organized and easy to access
• Mandatory Skills: Proven experience as an administrative assistant or virtual assistant
• Hands-on experience with QuickBooks, particularly invoicing and data entry
• Working knowledge of HubSpot CRM or a similar CRM platform
• Excellent spoken and written English with a confident, professional phone manner
• Strong note-taking and organizational skills
• Adaptable, quick to learn, and willing to understand how the business works
• Reliable, detail-oriented, and able to work independently
• Strong communication skills and a proactive, responsive attitude
• Preferred Skills: Experience in construction, general contracting, or remodeling
• Background in commercial or real estate property management
• Familiarity with construction estimating or reviewing project scopes
• Previous receptionist, call handling, or answering service experience
• Ability to manage multiple tasks and priorities at the same time
• Interest in growing with the role as responsibilities expand

Why Join Us: You will join a growing construction business where your work directly supports daily operations and client relationships. We value adaptability and initiative over rigid checklists, and as you prove yourself, there is real room to take on more responsibility and grow with the role.