Executive Assistant, Bookkeeper – Custom Home Construction

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

📋 Description

• Process invoices from subcontractors and vendors

• Verify line-item billing against historical bids

• Code and pay invoices that have been approved

• Maintain both physical and digital records of receipts

• Oversee project budgets and update financial information and project data in QuickBooks and Buildertrend

• Review budgets with the owner and bookkeeper as necessary

• Draft, organize, and manage contracts, purchase orders, and change orders

• Monitor subcontractor General Liability and Workers’ Compensation insurance certificates, W-9 forms, and their renewals

• Assist in sending and managing bids

• Review subcontractor estimates for accuracy and scope alignment, and follow up on submissions

• Support procurement by placing orders for materials and finishes, verifying lead times, recording delivery dates, and tracking logistics in accordance with project timelines

• Provide executive assistance and operational support

• Maintain the website, documentation, and records

• Manage multiple priorities and collaborate daily with internal team members

• Work closely with the client’s team while Intelus manages placement and ongoing support

⛳️ Requirements

• 2–5 years of relevant specialist-level experience, including prior experience in the construction or real estate sector

• Proven experience with invoicing, billing support, budget tracking, documentation, record keeping, and executive assistance

• Practical experience with QuickBooks, Buildertrend, and Microsoft Office/Microsoft 365

• Ability to assist with construction administration tasks related to contracts, purchase orders, change orders, bids, estimates, insurance documentation, W-9s, and procurement activities

• Capacity to maintain accurate financial and project records while managing multiple projects and priorities

• Native or near-native fluency in English

• Strong responsiveness and communication skills when collaborating with the owner and internal team

• Highly organized and detail-oriented, with a strong emphasis on accuracy, reliability, confidentiality, and responsible management of information

• Reliable home office setup and stable internet connection

• Consistent availability during required working hours from 8:00 AM–5:00 PM MST

• Willingness to undergo a background check

• Resume and a brief 1-minute introduction video are required for application

🏝️ Benefits

• Part-time schedule of 20+ hours per week

• Opportunity for remote work

• No requirement for weekend and evening availability outside regular business hours

• Reliable home office setup and stable internet connection supported as work requirements

• Ongoing support from Intelus

• Flexibility to work within specified hours of 8:00 AM–5:00 PM MST