Virtual Assistant - Ops and Estimation Support

Our Company
At DOXA, we are dedicated to connecting businesses with top-tier talent across various industries. Our mission is to deliver innovative solutions that drive exceptional outsourcing services, enabling companies to expand their teams and grow their operations seamlessly.
What sets DOXA apart is our commitment to fostering a vibrant and supportive team culture. Join us and be part of a culture that prioritizes your happiness and well-being, ensuring you thrive both personally and professionally.

The Role:
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

Requirements:

• 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.