Executive Assistant – Accounting, Administrative Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Provide accounting, administrative, and estimating assistance to company leadership at a thriving custom remodeling/design-build firm.

• Review, organize, code, and process vendor invoices using Bill.com and QuickBooks Online.

• Apply the appropriate Class, Customer, Project, and Cost Code to vendor invoices.

• Manage vendor invoice approvals and payments via Bill.com.

• Communicate with Project Managers, vendors, and subcontractors regarding invoices, payment statuses, missing documentation, and accounting inquiries.

• Collaborate with the third-party bookkeeping team to ensure accurate and timely financial processing.

• Maintain records of vendor invoices, payments, and financial documentation.

• Organize vendor-to-cost-code references and accounting resources in Google Drive.

• Prepare and process monthly client invoices in QuickBooks Online.

• Monitor estimated, actual, and projected project costs.

• Dispatch 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 entries.

• Construct estimates utilizing vendor quotes, confirmed pricing, comparable project data, and company templates.

• Support the two-pass estimating process and ensure complete documentation of estimates.

• 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 while adhering to file-naming and document-management protocols.

• 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 enhance accounting, estimating, and administrative processes.

• Identify opportunities for workflow automation and assist with testing and implementing AI tools and automated workflows.

• Proactively address missing information, overdue items, and potential issues.

• Handle company, client, vendor, and financial information with professionalism, discretion, and confidentiality.

• Take ownership of special projects and additional responsibilities as the role evolves.

⛳️ Requirements

• A minimum of 3 years of experience in Executive Assistance, Accounts Payable, Accounts Receivable, bookkeeping support, accounting administration, estimating support, operations, or a similar capacity.

• Exceptional written and verbal communication skills in English.

• Strong experience in invoicing, payment tracking, accounts payable, accounts receivable, or bookkeeping support.

• Hands-on experience with Bill.com or a similar accounts-payable/payment platform is highly desirable.

• Proficiency in QuickBooks Online, particularly in AP, AR, bookkeeping, invoicing, or job costing, is strongly preferred.

• Advanced skills in Google Workspace, especially Google Drive, Google Sheets, Gmail, and Google Calendar.

• Strong proficiency in Microsoft Excel and spreadsheet management.

• Familiarity with construction management or project management software such as Buildertrend is a significant advantage.

• Experience in the construction, remodeling, contracting, or design-build industry is highly preferred.

• Background in construction estimating, vendor coordination, subcontractor management, or project administration is highly valued.

• Familiarity with cost-plus or "open-book" contract structures is a strong advantage.

• Exceptional attention to detail and precision when managing financial information, estimates, invoices, and project documentation.

• Highly organized, capable of managing multiple projects, vendor invoices, estimates, and deadlines simultaneously.

• Strong follow-through skills and a natural ability to track outstanding tasks until completion.

• Proactive, self-motivated, and comfortable taking ownership of ongoing responsibilities without constant oversight.

• Strong problem-solving abilities with the capacity to identify the necessary next steps.

• Comfortable engaging 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 as needed.

• Strong documentation and organizational skills, with the capability to maintain accurate and easily navigable records.

• Open to learning new technologies, software, AI tools, and company-specific accounting and estimating practices.

• Ability to work independently while ensuring consistent communication with company leadership and project teams.

• High degree 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 the accurate and timely completion of tasks.

• Ability to proactively communicate issues, delays, missing information, and outstanding items.

• Strong numerical and analytical skills with the ability to comprehend budgets, costs, estimates, invoices, and financial documentation.

🏝️ Benefits

• 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