[Hiring] Virtual Assistant - Ops and Estimation Support @DOXA Talent

Role Description

We're seeking a Virtual Assistant – Project, Administrative & Estimating Support. This role is designed for someone with an Ownership Mentality who can manage multiple priorities across payroll, project documentation, and estimating support in a fast-paced construction environment.

You'll play a key role in supporting the Owner and Project Estimator of a full-service plumbing company, keeping employee records, project files, permits, customer communications, and estimating documentation accurate, organized, and moving forward.

• Location: Must be in The Philippines – Remote.
• Environment: Philippines and International Teams.
• Language: Advanced English (B2+ - C1).
• Timezone: Monday to Friday – sufficient overlap with Pacific Time Zone.
• Contract: Full Time

Qualifications

• Education: Not specified; relevant hands-on experience is the priority.
• Experience: At least 3 years in project coordination, project administration, executive assistance, operations support, or a similar role; previous experience supporting a construction, plumbing, mechanical, electrical, HVAC, engineering, or skilled-trades company strongly preferred; payroll administration, prevailing wage reporting, or certified payroll experience highly preferred.
• Skills:
  • Proficiency in Bluebeam Revu or comparable construction takeoff and PDF markup software.
  • Strong Microsoft Excel skills (spreadsheets, formulas, sorting, filtering, report preparation).
  • Experience reviewing construction plans, specifications, or technical documents.
  • Familiarity with permits, RFIs, subcontractor documentation, prequalification forms, safety plans, and project closeout requirements.
  • Strong written English with the ability to draft polished, professional correspondence.
• Characteristics:
  • Exceptional attention to detail and accuracy, especially with payroll, compliance, and project records.
  • Strong organizational and time-management skills across multiple deadlines and active projects.
  • Able to identify urgent matters, anticipate follow-up needs, and escalate issues appropriately.
  • Works independently with strong ownership and follow-through.
  • Sound judgment and discretion with confidential information.
  • Comfortable learning new software, systems, and construction terminology.
  • Embodies DOXA's core values of Curiosity First, Ownership Mentality, Relationships Matter, and Excellence Everyday.

Responsibilities

• Assist with payroll preparation, review, and processing, including prevailing wage reports, commission calculations, PTO/sick leave updates, and tracking employee certifications and license renewals.
• Compile and organize project documentation and closeout packages, maintain electronic job files, and follow up with stakeholders to obtain missing documents.
• Support the Project Estimator with plan review, fixture identification, preliminary material takeoffs, bid documentation tracking, and vendor pricing compilation.
• Monitor RFIs, complete prequalification questionnaires, apply for and track permits, and prepare site-specific safety plans and compliance documentation.
• Manage email and customer communication — monitoring inboxes, drafting responses, sending weekly project updates, and reviewing invoicing and technician billing for discrepancies.