Virtual Assistant w/Construction Industry Experience
- Philippines
- Permanent
- Full-time
We are hiring a proactive, tech-savvy, and highly organized Virtual Assistant to support a custom pool design and construction business that specializes in building new pools, remodeling existing pools, and delivering tailored outdoor living solutions. The business serves homeowners seeking high-quality craftsmanship, helping them transform their backyards into functional, beautiful, and lasting spaces.In this role, you will play a key role in qualifying and following up with leads, managing the CRM system, and ensuring the client's calendar stays organized with the right appointments. You will also support the business with QuickBooks tasks such as project costing and invoicing, assist with vendor communication and order tracking, and provide light social media management to maintain consistent online engagement.This is a hands-on role where your attention to detail, consistency in follow-through, and ability to manage multiple priorities will directly contribute to the company's growth.Fill out this form for those who are Interested!Responsibilities:
? Partner to the Client:
-Be trusted gatekeeper and strategic support by managing priorities, protecting the client's time, and anticipating what they need. Proactively find ways to make work easier, streamline operations, reduce bottlenecks, help the business grow, and increase revenue.? Email & Inbox Management:
-Manage a shared Outlook email inbox, ensuring client inquiries are prioritized and responded to promptly.? Calendar Management & Scheduling Support:
-Maintain the CRM-integrated calendar (appointments run through QuickBooks) by confirming appointments, rescheduling when needed, and preventing double bookings.? SOP Creation & Documentation:
-Capture workflows as they are being performed.
-Draft and update SOPs for lead qualification, customer communications, and documentation processes.
-Work with the client to ensure workflows are standardized and repeatable.
-Suggest improvements to processes for efficiency and consistency.? Project Management:
-Track project progress to ensure key steps (permits, inspections, contractor follow-ups, and vendor orders) are completed on time and nothing falls through the cracks.
-Support job costing in QuickBooks by coding expenses and purchase orders to the correct projects.
-Help implement and maintain a digital project tracking system (e.g., Trello, , Asana) to organize workflows, deadlines, and checklists.
-Provide updates and reminders to keep the client aligned, reducing the risk of missed deadlines or overlooked tasks.? CRM Management:
-Manage the CRM (GoHighLevel Lead Connector), ensuring pipelines are consistently updated across all stages (new, hot, closed, lost).
-Input and maintain accurate client data, including notes, surveys, and communication history.
-Keep appointments, call logs, and task notes up to date for full visibility.
-Suggest improvements to expand CRM usage beyond current functions (email, text, scheduling).? Lead Follow-Up:
-Call and qualify inbound leads from the CRM (GoHighLevel/LeadConnector), ensuring all inquiries are handled promptly.
-Use structured questions to confirm budget, financing readiness, property survey availability, and project type (new pool vs. remodel).
-Schedule only qualified prospects for site visits, preventing wasted time on unqualified leads.
-Conduct consistent follow-ups via phone, text, and email to maintain engagement, answer questions, and increase close rates.
-Escalate complex or high-value opportunities to the business owners while keeping communication professional and brand-aligned.? Client Documentation & QuickBooks Management:
-Enter and maintain accurate client details, surveys, and supporting documents in QuickBooks Projects.
-Upload images and estimates from the shared picture drive into QuickBooks, ensuring all project records are complete before site visits and job costing.
-Manage bookkeeping tasks, including coding expenses, reconciling invoices/payments, and organizing contractor/vendor charges.
-Support project costing by assigning all purchases and labor to the correct job, ensuring accurate cost tracking.
-Provide profitability tracking by monitoring project budgets and reporting on margins (e.g., 20%+ profit goal).
-Maintain organized digital documentation (QuickBooks + shared drives) to support seamless workflows across estimates, builds, and remodels.? Social Media Management:
-Assist with managing organic content on Facebook, Instagram, and TikTok by replying to comments, messages, and inquiries to improve engagement.
-Support basic content creation (graphics, captions, short-form videos) aligned with the company's brand and seasonal promotions.
-Schedule posts and maintain a content calendar to ensure regular updates, holiday greetings, and timely responses.? Customer Service:
-Serve as the first point of contact for clients, responding via phone, text, or email.
-Address FAQs, handle objections, and escalate issues when needed.
-Conduct post-estimate and post-decision follow-up (including rejection surveys to gather feedback).? Vendor Management:
-Place and track equipment, tile, and coping orders with suppliers (SCP, Aquabella, Master Tile).
-Confirm product availability to avoid project delays.
-Follow up with vendors to ensure timely deliveries.Key Performance Indicators:
30-Day Mark:
? Begin handling phone calls and texting for lead follow-ups.
? Consistently qualify leads and document client information.
? Support accurate scheduling and basic administrative tasks.60-Day Mark:
? Take ownership of managing schedules and aligning tasks.
? Ensure follow-ups and client qualifications are handled smoothly.
? Assist with project costing and keeping records up to date.90-Day Mark:
? All books and documentation are fully in order and accurate.
? Proper project costing and invoicing processes are consistently maintained.
? Operate independently across lead management, scheduling, and documentation.What Success Looks Like:? For the Client:
-Lead qualification and follow-ups are handled consistently, reducing wasted time on unqualified prospects.
-Estimates are scheduled only with serious buyers, increasing the close rate.
-QuickBooks is updated and accurate, giving clear visibility into profitability per job.
-Vendors and contractors are coordinated properly, preventing costly delays.
-Client communications are proactive and professional, strengthening trust.
-Future Outlook & Business Growth: With reduced stress and fewer unqualified leads, the owners can focus on building and closing more jobs. This leads to a busier but more organized operation, with the goal of doubling monthly pool installations from two to four per month.? For the VA:
-New leads are found, qualified, and added to the system on a regular basis.
-Follow-ups are done on time and help move prospects closer to a “yes.”
-The client's calendar stays filled with the right sales calls and meetings.
-All communication with prospects is clear, friendly, and matches the client's brand.
-No lead is lost. Every opportunity is tracked and followed up.
-The business grows with a stronger pipeline, more deals closed, and higher revenue through consistent outreach and follow-through.Qualifications:
? 3 years+ as a Virtual Assistant, Administrative Assistant, or in a similar support role, preferably in a remote setup.
? Excellent verbal and written English communication skills.
? Experience in customer-facing roles (email, sms, and phone-based communication required). Strong background in handling client inquiries, resolving concerns, and escalations is preferred.
? Strong skills in lead follow-up and client communication.
? Proficiency in Outlook email and calendar management.
? Hands-on experience with QuickBooks Online or QuickBooks Projects is required. Ability to enter and maintain accurate client data, create invoices, track expenses, reconcile accounts, and manage project/job costing. Familiarity with generating financial reports and monitoring profitability is also preferred.
? Experience with CRM systems, preferably GoHighLevel/LeadConnector or similar platforms.
? Experience supporting projects using tools such as , Trello, Asana, or other project and task management platforms.
? Experience in social media management (Facebook, Instagram, TikTok), including creating and managing a content calendar, engagement, basic content creation, video editing, and use of tools such as Canva, CapCut, and scheduling platforms.
? Highly organized and detail-oriented, with strong time management skills.
? Proactive and resourceful, with the ability to anticipate needs and take initiative.
? Dependable, professional, and able to maintain confidentiality.
? Tech-savvy, with the ability to quickly learn new tools or systems.You're a Great Fit If You:
? You're detail-oriented and get satisfaction from keeping systems organized and accurate.
? You're proactive and follow through without needing to be micromanaged.
? You enjoy talking to people and can balance professionalism with friendliness.
? You're tech-savvy and quick to learn new tools (QuickBooks, GoHighLevel, project management software).
? You're comfortable handling both administrative and client-facing responsibilities.
? You take ownership of tasks and look for ways to improve processes.
? You want to be a long-term partner in helping the business grow.Time Commitment:
? Full-time position with remote work setup
? 8:00 AM - 5:00 PM CST Monday - FridayWhat You'll Get
? Competitive base salary
? 13th Month Pay
? Performance-based incentives
? 100% Remote work setup
? Opportunity to work with a high-growth team and industry leaderOur Hiring Process
? Shortlisted candidates will be contacted within 3-5 business days.
? Interview with the Recruiter
? Interview with the Hiring Manager
? Job OfferSKILL REQUIREMENT
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