{"id":1143479,"url":"https://alion.io/job/hvas-executive-assistant-accounting-administrative-support","title":"Executive Assistant - Accounting & Administrative Support","company":{"id":16458,"name":"Hvas","domain":"hvas.com","url":"https://alion.io/company/hvas","size_band":null,"is_staffing_agency":false,"is_intermediary":false,"ats_vendor":"Workable","truth_index":{"grade":"C","score":64,"open_postings":10,"ghost_share":0.6,"stale_share":0,"repost_share":0,"time_to_fill_p50_days":null,"computed_at":"2026-09-23T05:45:00Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":10500,"max_usd":18000,"period":"year","method":"role_country_seniority_unknown","sample_n":51},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Gmail","optional":false},{"name":"Google Calendar","optional":false},{"name":"Google Drive","optional":false},{"name":"Google Sheets","optional":false},{"name":"Google Workspace","optional":false},{"name":"Microsoft Excel","optional":false},{"name":"QuickBooks","optional":false}],"status":"live","first_seen_at":"2026-09-23T13:37:13Z","employer_posted_date":"2026-09-23","last_verified_at":"2026-09-23T16:58:53Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"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.\nRequirements\nKey Responsibilities:\nReview, organize, code, and process vendor bills for entry into Bill.com and QuickBooks Online.\nApply the correct Class, Customer, Project, and Cost Code to vendor bills and ensure accurate financial coding.\nCoordinate vendor bill approvals and payments through Bill.com.\nCommunicate with Project Managers, vendors, and subcontractors regarding invoices, payment status, missing documentation, and accounting questions.\nCoordinate closely with the company's third-party bookkeeping team to ensure accurate and timely financial processing.\nMaintain accurate records of vendor bills, invoices, payments, and other financial documentation.\nMaintain and update vendor-to-cost-code references and other accounting resources within Google Drive.\nAssist with preparing and processing monthly client invoices in QuickBooks Online.\nMaintain project-level tracking of Estimated vs. Actual vs. Projected costs.\nCreate and maintain new tabs and supporting documentation for each client invoicing cycle.\nSend client invoices and payment links through Bill.com.\nFollow up with clients regarding outstanding payments, billing questions, and invoice-related issues as needed.\nTrack outstanding vendor and subcontractor estimates and proactively follow up to obtain pricing and quotes on time.\nDistribute project scopes and scope sheets to vendors and subcontractors and ensure requested pricing is received by established deadlines.\nAssist with building Schedule A construction estimates, including drafting scope-of-work descriptions and entering budget numbers.\nBuild estimates using vendor quotes, confirmed pricing, comparable-project data, and established company estimating templates.\nSupport the company's two-pass estimating process and ensure estimates are complete, organized, and properly documented.\nCollect, organize, and enter vendor pricing, quotes, estimates, and unit rates into spreadsheets and company systems.\nMaintain an organized library of confirmed vendor pricing, unit rates, and subcontractor contact information.\nOrganize project files in Google Drive, including estimates, scopes, vendor information, invoices, quotes, and related documentation.\nFollow established file-naming conventions and document-management procedures.\nTrack project action items, outstanding requests, deadlines, and deliverables to ensure timely completion.\nAssist with periodic reconciliations by comparing actual paid costs against estimates and project budgets.\nIdentify and flag cost discrepancies, overages, duplicate charges, missing information, or other potential issues.\nMaintain and update spreadsheets, databases, financial records, estimating documents, and operational documentation with a high level of accuracy.\nProvide general administrative and executive support to company leadership, including scheduling, correspondence, coordination, and day-to-day administrative tasks.\nSupport the documentation and continuous improvement of internal accounting, estimating, and administrative processes.\nIdentify repetitive tasks and opportunities to improve workflows through technology, AI, or automation.\nAssist with testing and implementing AI tools and automated workflows that improve accounting, estimating, document management, and administrative processes.\nProactively identify missing information, overdue items, or potential problems and take action to resolve them before they impact projects or clients.\nMaintain a high level of professionalism, discretion, and confidentiality when handling company, client, vendor, and financial information.\nTake ownership of special projects and additional administrative, accounting, estimating, or operational responsibilities as the role expands.\nQualifications & Skills:\nMinimum of 3 years of experience in Executive Assistance, Accounts Payable, Accounts\nReceivable, bookkeeping support, accounting administration, estimating support, operations, or a similar role.\nExcellent written and verbal English communication skills.\nStrong experience with invoicing, payment tracking, accounts payable, accounts receivable, or bookkeeping support.\nHands-on experience with Bill.com or a comparable accounts-payable/payment platform is highly preferred.\nExperience with QuickBooks Online, particularly AP, AR, bookkeeping, invoicing, or job costing, is highly preferred.\nAdvanced proficiency with Google Workspace, particularly Google Drive, Google Sheets, Gmail, and Google Calendar.\nStrong proficiency with Microsoft Excel and spreadsheets.\nExperience with construction management or project management software such as\nBuildertrend is a strong advantage.\nConstruction, remodeling, contracting, or design-build industry experience is highly preferred.\nExperience with construction estimating, vendor coordination, subcontractor management, or project administration is highly preferred.\nFamiliarity with cost-plus or \"open-book\" contract structures is a strong advantage.\nExceptional attention to detail and accuracy when working with financial information, estimates, invoices, and project documentation.\nHighly organized with the ability to manage multiple projects, vendor bills, invoices, estimates, and deadlines simultaneously.\nStrong follow-through and a natural ability to track outstanding items until they are fully completed.\nProactive, self-motivated, and comfortable taking ownership of recurring responsibilities without constant supervision.\nStrong problem-solving skills and the ability to identify what needs to happen next.\nComfortable communicating professionally with company leadership, clients, vendors, subcontractors, Project Managers, and bookkeeping partners.\nComfortable making outbound calls and sending follow-up emails to vendors, subcontractors, and clients when necessary.\nStrong documentation and organizational skills, with the ability to maintain accurate and easy-to-follow records.\nComfortable learning new technology, software, AI tools, and company-specific accounting and estimating processes.\nAbility to work independently while maintaining consistent communication with company leadership and project teams.\nHigh level of professionalism, integrity, discretion, and confidentiality when handling financial and client information.\nStrong work ethic and a \"get it done\" mentality.\nDemonstrates strong personal accountability and takes responsibility for completing tasks accurately and on time.\nAbility to proactively communicate issues, delays, missing information, and outstanding items.\nStrong numerical and analytical skills with the ability to understand budgets, costs, estimates, invoices, and financial documentation.\nBenefits\nWhy Join Us?\nwork-from-home opportunity.\nOpportunity to contribute to a growing business by enhancing efficiency and client experience.\nSupportive and collaborative work environment.\nSchedule:\n40 hours per week\nMonday to Friday\nNight shift - PH time","description_format":"text","description_chars":7358,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"Upper-Intermediate (B2)","optional":false}]},"benefits":[],"hiring_locations":[{"name":"Philippines","iso":"PH","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Commerce","Real Estate","Cloud Computing"],"lifecycle":[{"event":"open","at":"2026-09-23T13:37:13Z"}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":0,"expected_fill_days":23,"reasons":["conf:2","win:early"],"computed_at":"2026-09-23T19:49:06Z"},"pay":null,"html_url":"https://alion.io/job/hvas-executive-assistant-accounting-administrative-support","json_url":"https://alion.io/job/hvas-executive-assistant-accounting-administrative-support.json","meta":{"generated_at":"2026-09-23T19:49:06Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers"}}