Executive Assistant – Accounting, Administrative Support

• Provide accounting, administrative, and estimating support to company leadership at a growing custom remodeling/design-build company.
• Review, organize, code, and process vendor bills in Bill.com and QuickBooks Online.
• Apply correct Class, Customer, Project, and Cost Code to vendor bills.
• Coordinate vendor bill approvals and payments through Bill.com.
• Communicate with Project Managers, vendors, and subcontractors about invoices, payment status, missing documentation, and accounting questions.
• Coordinate with the third-party bookkeeping team for accurate and timely financial processing.
• Maintain records of vendor bills, invoices, payments, and financial documentation.
• Maintain vendor-to-cost-code references and accounting resources in Google Drive.
• Prepare and process monthly client invoices in QuickBooks Online.
• Track estimated, actual, and projected project costs.
• Send client invoices and payment links through Bill.com and follow up on outstanding payments.
• Track vendor and subcontractor estimates, obtain pricing and quotes, and distribute project scopes and scope sheets.
• Assist with Schedule A construction estimates, scope-of-work descriptions, and budget entry.
• Build estimates using vendor quotes, confirmed pricing, comparable-project data, and company templates.
• Support the two-pass estimating process and document estimates completely.
• Collect and organize vendor pricing, quotes, estimates, and unit rates in spreadsheets and company systems.
• Maintain libraries of vendor pricing, unit rates, and subcontractor contacts.
• Organize project files in Google Drive and follow file-naming and document-management procedures.
• Track action items, requests, deadlines, and deliverables.
• Assist with reconciliations comparing paid costs against estimates and project budgets.
• Identify cost discrepancies, overages, duplicate charges, missing information, and other issues.
• Maintain spreadsheets, databases, financial records, estimating documents, and operational documentation.
• Provide scheduling, correspondence, coordination, and general executive support to company leadership.
• Document and improve accounting, estimating, and administrative processes.
• Identify workflow automation opportunities and assist with testing and implementing AI tools and automated workflows.
• Proactively resolve missing information, overdue items, and potential problems.
• Handle company, client, vendor, and financial information with professionalism, discretion, and confidentiality.
• Take ownership of special projects and additional responsibilities as the role expands.

• Minimum of 3 years of experience in Executive Assistance, Accounts Payable, Accounts Receivable, bookkeeping support, accounting administration, estimating support, operations, or a similar role.
• Excellent written and verbal English communication skills.
• Strong experience with invoicing, payment tracking, accounts payable, accounts receivable, or bookkeeping support.
• Hands-on experience with Bill.com or a comparable accounts-payable/payment platform is highly preferred.
• Experience with QuickBooks Online, particularly AP, AR, bookkeeping, invoicing, or job costing, is highly preferred.
• Advanced proficiency with Google Workspace, particularly Google Drive, Google Sheets, Gmail, and Google Calendar.
• Strong proficiency with Microsoft Excel and spreadsheets.
• Experience with construction management or project management software such as Buildertrend is a strong advantage.
• Construction, remodeling, contracting, or design-build industry experience is highly preferred.
• Experience with construction estimating, vendor coordination, subcontractor management, or project administration is highly preferred.
• Familiarity with cost-plus or "open-book" contract structures is a strong advantage.
• Exceptional attention to detail and accuracy when working with financial information, estimates, invoices, and project documentation.
• Highly organized with the ability to manage multiple projects, vendor bills, invoices, estimates, and deadlines simultaneously.
• Strong follow-through and a natural ability to track outstanding items until they are fully completed.
• Proactive, self-motivated, and comfortable taking ownership of recurring responsibilities without constant supervision.
• Strong problem-solving skills and the ability to identify what needs to happen next.
• Comfortable communicating professionally with company leadership, clients, vendors, subcontractors, Project Managers, and bookkeeping partners.
• Comfortable making outbound calls and sending follow-up emails to vendors, subcontractors, and clients when necessary.
• Strong documentation and organizational skills, with the ability to maintain accurate and easy-to-follow records.
• Comfortable learning new technology, software, AI tools, and company-specific accounting and estimating processes.
• Ability to work independently while maintaining consistent communication with company leadership and project teams.
• High level of professionalism, integrity, discretion, and confidentiality when handling financial and client information.
• Strong work ethic and a "get it done" mentality.
• Demonstrates strong personal accountability and takes responsibility for completing tasks accurately and on time.
• Ability to proactively communicate issues, delays, missing information, and outstanding items.
• Strong numerical and analytical skills with the ability to understand budgets, costs, estimates, invoices, and financial documentation.

• work-from-home opportunity
• Opportunity to contribute to a growing business by enhancing efficiency and client experience
• Supportive and collaborative work environment
• 40 hours per week
• Monday to Friday
• Night shift - PH time