Executive Assistant - Accounting & Administrative Support

We are seeking a highly capable, detail-oriented, and proactive Executive Assistant to provide accounting, administrative, and estimating support to company leadership at a growing custom remodeling/design-build company. This role will be responsible for supporting Accounts Payable (AP), Accounts Receivable (AR), client invoicing, vendor and subcontractor coordination, construction estimating, project documentation, and general executive administration.

Requirements

Key Responsibilities:

• Review, organize, code, and process vendor bills for entry into Bill.com and QuickBooks Online.
• Apply the correct Class, Customer, Project, and Cost Code to vendor bills and ensure accurate financial coding.
• Coordinate vendor bill approvals and payments through Bill.com.
• Communicate with Project Managers, vendors, and subcontractors regarding invoices, payment status, missing documentation, and accounting questions.
• Coordinate closely with the company's third-party bookkeeping team to ensure accurate and timely financial processing.
• Maintain accurate records of vendor bills, invoices, payments, and other financial documentation.
• Maintain and update vendor-to-cost-code references and other accounting resources within Google Drive.
• Assist with preparing and processing monthly client invoices in QuickBooks Online.
• Maintain project-level tracking of Estimated vs. Actual vs. Projected costs.
• Create and maintain new tabs and supporting documentation for each client invoicing cycle.
• Send client invoices and payment links through Bill.com.
• Follow up with clients regarding outstanding payments, billing questions, and invoice-related issues as needed.
• Track outstanding vendor and subcontractor estimates and proactively follow up to obtain pricing and quotes on time.
• Distribute project scopes and scope sheets to vendors and subcontractors and ensure requested pricing is received by established deadlines.
• Assist with building Schedule A construction estimates, including drafting scope-of-work descriptions and entering budget numbers.
• Build estimates using vendor quotes, confirmed pricing, comparable-project data, and established company estimating templates.
• Support the company's two-pass estimating process and ensure estimates are complete, organized, and properly documented.
• Collect, organize, and enter vendor pricing, quotes, estimates, and unit rates into spreadsheets and company systems.
• Maintain an organized library of confirmed vendor pricing, unit rates, and subcontractor contact information.
• Organize project files in Google Drive, including estimates, scopes, vendor information, invoices, quotes, and related documentation.
• Follow established file-naming conventions and document-management procedures.
• Track project action items, outstanding requests, deadlines, and deliverables to ensure timely completion.
• Assist with periodic reconciliations by comparing actual paid costs against estimates and project budgets.
• Identify and flag cost discrepancies, overages, duplicate charges, missing information, or other potential issues.
• Maintain and update spreadsheets, databases, financial records, estimating documents, and operational documentation with a high level of accuracy.
• Provide general administrative and executive support to company leadership, including scheduling, correspondence, coordination, and day-to-day administrative tasks.
• Support the documentation and continuous improvement of internal accounting, estimating, and administrative processes.
• Identify repetitive tasks and opportunities to improve workflows through technology, AI, or automation.
• Assist with testing and implementing AI tools and automated workflows that improve accounting, estimating, document management, and administrative processes.
• Proactively identify missing information, overdue items, or potential problems and take action to resolve them before they impact projects or clients.
• Maintain a high level of professionalism, discretion, and confidentiality when handling company, client, vendor, and financial information.
• Take ownership of special projects and additional administrative, accounting, estimating, or operational responsibilities as the role expands.

Qualifications & Skills:

• 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.

Benefits

Why Join Us?

• work-from-home opportunity.
• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.

Schedule:

• 40 hours per week
• Monday to Friday
• Night shift - PH time