Roofing Production Assistant (Remote Virtual Assistant)

Role at a glance

• Company: Quality Roofing Specialists Inc., Southern California, USA
• Location: Remote, Philippines-based
• Employment: Full-time, 40 hours/week, exclusive (no other jobs or clients)
• Schedule: Aligned with US Pacific Time business hours (night shift in the Philippines)
• Reports to: Production Manager (PM)
• Tools you'll use: JobProgress (LEAP) CRM, WhatsApp, Vonage business phone

About the role

Quality Roofing Specialists is hiring a full-time, remote assistant to our Production Manager (PM). You'll handle his day-to-day communication and admin so he can focus on running production and growing the business.

We're a Southern California roofing company serving general contractors and residential and commercial property owners. Our jobs move fast, and our PM fields a steady stream of WhatsApp messages from crews, contractors, suppliers, and customers. Your job is to keep that flow organized, answered, and recorded in our CRM, JobProgress (LEAP).

This role needs someone who already understands roofing or construction. You should be able to read a message about a tear-off, a leak callback, or a change order and know what it means and who needs to hear about it.

What you'll do

WhatsApp, phone, and message management

• Monitor the PM's WhatsApp chats and group threads throughout the workday.
• Reply to routine messages on his behalf, following agreed guidelines and templates.
• Answer and return calls and texts through our Vonage business phone line.
• Sort incoming messages: answer what you can, flag what needs the PM's decision, and pass logistics questions to the right person.
• Contact client sales teams for additional information on routine, day-to-day matters.
• Draft longer replies and updates for the PM to review before they go out.
• Keep a running list of open questions and follow up until each one is closed.
• Help manage the PM's email inbox the same way when needed.

CRM updates and record-keeping

• Enter and update job information in JobProgress (LEAP), our CRM: notes, job status, contacts, and communication history.
• Log important WhatsApp conversations and decisions into the correct job record, so the whole team sees the full picture.
• Save photos, documents, and details shared in chats to the right job in the CRM.
• Keep CRM records clean and complete by fixing duplicates, filling missing fields, and flagging outdated job info.

Admin support for the PM

• Track the PM's to-dos and reminders, and nudge him on anything time-sensitive.
• Send a short end-of-day summary: messages handled, items waiting on the PM, and anything urgent for tomorrow.
• Join calls or meetings when asked, take notes, and turn them into clear action items.
• Handle desk-based "leg work" the PM assigns, such as looking up information, filling out forms, and pulling together details for a job.

How this role fits the team

You'll focus on the PM's messages, records, and follow-ups. Scheduling, materials, permits, and sales stay with the people below, and part of your job is routing requests to them quickly.

• Production Manager (PM) owns production decisions and priorities. He's your direct manager. You take admin off his plate and bring him only what needs his call.
• Arki, Logistics Manager, owns crew and job scheduling, materials and suppliers, permits and job paperwork, and customer and GC job updates. You pass those requests to Arki instead of handling them yourself.
• Sales team owns quotes, estimates, and closing new work. You pass new leads and pricing questions to sales.

What we're looking for

• Industry experience: 2+ years as an assistant, virtual assistant, or coordinator for a roofing or construction company.
• Roofing know-how: You understand how a job moves from contract to completion and know roofing production terms, such as tear-off, underlayment, wood counts (decking and fascia replacement), roof facets, squares and pitch, and flashing types.
• CRM experience: Hands-on experience updating a roofing or construction CRM. JobProgress (LEAP) experience is a strong plus; AccuLynx, JobNimbus, or similar also counts.
• Communication tools: Comfortable managing many WhatsApp chats and group threads at once, and handling calls and texts on a business phone system like Vonage.
• Written English: Clear, professional, and assertive in short messages. Spoken English good enough for calls with the PM and the team.
• Judgment: You know which messages you can answer and which need the PM's decision.
• Organization: You track many open items at once and close every loop.
• Full commitment: This is your only job. You can give us a focused 40 hours a week, with no other employers or clients.
• Availability: Able to work full-time during US Pacific Time business hours.
• Work setup: A reliable computer, stable high-speed internet with a backup connection, and a quiet place to take calls.

Nice to have

• Experience supporting a US-based roofing company, especially one doing both residential and commercial work.
• Familiarity with roof types common in Southern California, such as tile, shingle, and flat or low-slope roofs.
• Prior experience assisting a production, operations, or project manager directly.
• Comfortable using AI tools like ChatGPT or Claude.
• Basic Spanish, helpful for messages with some crew members.

Who thrives here

• You think a step ahead. You spot what the PM will need before he asks.
• You stay calm when messages pile up. You sort the urgent from the routine and handle both.
• You know where your lane ends. You reply confidently on routine matters and escalate decisions quickly.
• You close loops. Nothing sits unanswered, and you follow up without being reminded.
• You ask when unsure. A quick question beats a wrong reply to a customer or contractor.
• You're discreet. You handle customer, job, and business information with care.

How to apply

Send the following with your application:

• Your resume or CV.
• A 3-minute video of you explaining your roofing or construction experience: the type of company, your role, and what you handled day to day. Share it as a link (for example, Google Drive, Loom, or unlisted YouTube).
• The CRM or job management tools you've used, and for how long.
• Your written reply to this WhatsApp message from a crew lead: "We just got to the job and the homeowner says the tile color is wrong. What do we do?" Tell us what you'd send back and who else you'd contact.
• Confirmation that you can work US Pacific Time business hours and won't hold any other job or client work, plus a screenshot of a recent internet speed test.
• Your expected monthly rate in USD.

Pay: Php50,200.00 - Php62,750.00 per month

Benefits:

• Work from home

Work Location: Remote