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Admin Assistant

Job Description

The Virtual Assistant will provide key administrative and communication support to ensure smooth project flow across design, quoting, and build phases. This role involves managing client communications, maintaining our CRM system, coordinating with designers, trades, and suppliers, and preparing documentation that helps bring our clients’ landscaping visions to life.

Job Title

  • Admin Assistant

Work Schedule
  • Day Shift
Job Qualifications/Requirements
  • Previous experience in administration, project coordination, or virtual assistance (construction or design industry preferred).
  • Strong email communication and professional writing skills.
  • Excellent organisational and time management skills.
  • Proficiency in Microsoft Office / OneDrive and online communication tools.
  • Ability to work independently and proactively manage multiple tasks.
  • Basic understanding of landscaping, design, or construction workflows (preferred but not essential).
Job Responsibilities
  • Client Communication:
    ● Send introduction emails to new leads and welcome them to Zones Landscaping.
    ● Send confirmation emails to schedule briefing meetings with clients.
    ● After meetings, send next-step summaries and updates to clients.
    ● Follow up after concept presentations to check for questions or feedback.
  • Project Administration:
    ● Allocate project ID and create project folders in OneDrive/Google Drive once client has signed design contract.
    ● Write and maintain project overviews in our CRM.
    ● Update project activities, status changes, and daily logs.
    ● Upload site photos and videos to OneDrive/Google Drive under the correct project folder.
    ● Assist in preparing Concept Design Proposals for consultants to present to homeowners.
    ● Gather all supplier and trade quotes, compile them, and draft the project scope.
    ● Prepare and format Build Proposals and Build Contracts once projects are approved.
    ● Prepare a draft project build schedule.
  • Coordination & Follow-Up:
    ● Liaise with remote designers to ensure accurate design progress and file sharing.
    ● Schedule meetings with builders, trades, or suppliers relevant to each project.
    ● Follow up with all services involved in projects to confirm quote timelines and deliverables.
    ● Create and manage WhatsApp project groups to streamline communication during builds.
    ● Ensure daily site updates (photos, notes) are received from trades and
    entered into the CRM.
    ● Prepare weekly project updates for build projects at end of each week.
    ● Release progress invoices as per payment schedule.
    ● Compile snag list and assign to trades/supplies.
    ● Monitor completion of snag list.
    ● Close out project when Practical Completion reached.
    ● Prepare case study.
    ● Obtain google reviews/testimonials after completion of project.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, TANJAY CITY, BACOLOD CITY, OR CEBU CITY. 

Good luck and God Bless!